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Employee Scheduling

Clubspeed has its own built in Employee Scheduling module!

 

Where Can I Create Employee Schedules?

 // In the /sp_admin, navigate to HR > Employee Scheduling

  1. You will be automatically dropped into the View Schedule page:

    1. Any days that do not have a schedule saved will show in orange (like image below). Once a schedule has been saved, it will turn gray.

 

 

 

 

 

 

  1. To open: Click on the “View/Edit” link on any day.

  1. Make sure each employee has a Position assigned in the drop down. Then, enter in the start and end time (EXAMPLE: 10:00 am -  7:00 pm) It will prompt you if it does not understand what you have entered, or if the times are entered incorrectly. SAVE!

    1. If you have each employees hourly rate entered into HR, then you will see what their total shifts will ‘cost’ the company under the position drop down. This does not equate for lunches taken off the clock!

 

Incorrect Entry Example:

 

 

  1. If you have an employee that works multiple roles throughout the week, simply click on the ‘Add Shift’ link under their name. Select the secondary role, then add in the hours as normal.

 

    

5. Once all of your employees are scheduled, you can go back to the main page by clicking on Employee Scheduling at the top. Now you will notice the entire week as turned Gray, and will denote how many shifts are scheduled, and the Estimated Labor cost.

  1. If you click on ‘Click here for more details’, it will also show you how many roles are schedules at the bottom of each day.

 

 

How Can I Create a Schedule Template?

// When you have employees on a set schedule, you don't want to waste time re-adding their schedule every week. This is where creating templates is your saving grace! This way you only need to adjust those on a non-fixed schedule.

  1. To do this, simply click on the ‘Create New Template’ link.
  2. A pop-up window will appear and ask if you want to create a template from an existing week, or create an all new template, as well as the name of the template. Your first template will need to be a NEW template.
  3. Click ‘Create Template’, and it will prompt you that it has been created successfully.

 

How Do I Apply a Template to a New Week?

 

To apply the new template, navigate to the next week that needs scheduling and select ‘Restore from Template’ link. It will prompt you to confirm you want to add in this template, just in case you may have anything manually scheduled in yet. It will overwrite anything currently on the schedule. So it is best to add the template first, then add in the new non-fixed schedules. Click OK!

 

 

Now select the template you just created, and click Apply!

 

 

 

How Will Our Staff Access Their Schedules?

// Your staff will need access the /sp_admin the same way you do. They will need to know their username and web password, as well as, the URL to your site.

 

 

Will Our Staff Have Full Access to the /sp_admin?

// NO! For any roles below Manager, when they log into the /sp_admin portal, they will not be able to see any other tabs except for HR; unless you have given a specific role additional access.

 

 

 

What about the Users and Payroll Report?

// Once in HR, they are limited to view their schedule and requesting days off! They cannot see the Users page where logins are created, or edit the schedules.

- By default, only Admins & Managers are able to view the editing pages.

 

 

 

Where Can Staff See Their Own Schedules?

// Once in the HR tab, they will simply click on the Clock Icon.

 

CLOCK - Employee Dashboard (View Schedule)

 

Where Do Staff Request Days Off Work?

// In the HR tab, they will click on the Flip Flop icon.

  1. Then click on the' Add Day(s) Off Request' link in the top right.
  2. Enter Start & End Date
  3. Enter in note why they need the day off
  4. Click SAVE!

 

Flip Flops - Request Days Off

 

Now, they can see the status of each request:

  • Pending
  • Accepted
  • Declined

 

 

How Will Management Keep Track of Day Off Requests?

// For admins & managers, they can select the first flip flop icon to view employee request offs.

- Simply click on either Grant or Deny to update!

How Will Staff Know the Status of Their Request?

// When your employee logs into their account, this is what they will see:

  • Their Current Schedule
  • Their Day Off Requests + Status

 

 

 

 

Can Employee's See the Entire Staff Schedule?

// YES! Just above their personal schedule is a link to 'View Everyone's Schedule'.

- It will prompt an automated print job, but they are able to cancel and just view the schedule in the browser window.

 

 

How Can Management Keep Track of Each Employee's Availability?

// Admin/Managers will be able to click on the 3 person icon. Here you can view your list of employees. 

 

 

// If you click on an employee name, you are able to edit their max hours per day & week, as well as their availability.

 

 

// For days that are checked OFF, you will see the Exclamation Point icon on their schedule. 

 

 

// If you click on the ‘Add More’ link below each day, you can set the hours they are available to work if they are limited. (EX: Students)

 

NOTE:  This will NOT block you from scheduling them outside of their availability, it is just for your own notes!