Contents of this article is applicable to the following users
Tier: START UP, GROWTH, SCALE
Platform: Web
Access Level: Owner & Manager
The Schedule page is split into 2 parts - Shift Templates at the top half, and Assigned Shifts to staff appear at the bottom half.
Shift Templates allows you to set custom staff requirements for each shift.
Find out if you have over-scheduled or under-scheduled manpower in a glance!
This guide will cover the following:
Overview of Schedule
Before showing how to create your schedules, here is how you can view a breakdown of your weekly hours in our Schedule.
the vertical bar beside staffs represent the total hours that each staff has across all sections in the week
the horizontal bar at the bottom represents the total hours in the section in the week
Scheduling with StaffAny
There are 2 ways to schedule staffs with StaffAny
Create Shift Template > Assign Shift
Create a custom shift for staff
We recommend creating shift templates because they can be reused. Make scheduling simpler with StaffAny!
Create Shift Template
In Web app, go to Schedule > Select the week > Select the section > Click on + icon.
2. Fill in the details of the shift > Click on 'Create' button.
Shift Name (optional)
You can insert the name of your shift.
E.g. Full shift.
Timing
Select your shift hours by adjusting the ‘Start’ and ‘End’ timings. Take note our system records timing in 24 hour format.
Unpaid break
Break duration indicated will not be counted in your total worked hours.
E.g. If you schedule 9 hours of work in a day with 60 mins break, total scheduled hours captured is 8 hours.
Staff and Roles Needed
By default the role is Staff. You can choose to input the number of manpower you require for this shift as well as the different roles you create.
Colour
You can pick a colour to differentiate different shifts for better visibility.
Copy shift to
Copy shifts to multiple days across the week instantly.
3. Shift templates are created!
Assign Shift to Staff
In Web app, go to Schedule > Select the week > Select the section.
Click on empty cell of a staff > Select the shift you want to assign > Select the role.
Create custom Shift for Staff
In Web app, go to Schedule > Select the week > Select the section.
Click on empty cell of a staff > Insert timing of the shift > Press Enter.
E.g. Timing of the shift: 1000-2200
Edit details of the shift > Click on 'Create' button.
Note: The manpower for the shift is fixed at 1 as you directly assigned the shift to a staff. You may still change the type of role for this shift if needed.
Edit Shift Slot
In Web app, go to Schedule > Select the week > Select the section.
Hover over an assigned shift slot of a staff > Click on 'Edit Details' button.
You may:
Remove the staff's shift
Assign the staff to other shifts
Adjust the shift details
Allocate off and leave to the staff
Move Shift to Another cell
In Web app, go to Schedule > Select the week > Select the section.
Hover over an assigned shift slot of a staff > Hold the 'Drag' button > Drag the shift slot to another cell.
Copy Shift to Another Cell
In Web app, go to Schedule > Select the week > Select the section.
Hover over an assigned shift slot of a staff > Press Ctrl (Window) / ⌘ (Macbook) once.
You will see a bar at the bottom written 'Drag And Drop Shifts Slots to Copy'.
3. Hold the 'Drag' button > Drag the shift slot to another cell. The shift slot is copied!
Assign Staff Another Shift
In Web app, go to Schedule > Select the week > Select the section.
Hover over an assigned shift slot of a staff > Click on the '+' button > Select the shift you want to assign > Select the role.
Assign Leave to Staff
Method 1:
In Web app, go to Schedule > Select the week > Select the section.
Click on empty cell of a staff > Select the leave.
Method 2:
In Web app, go to Schedule > Select the week > Select the section.
Hover over an assigned shift slot of a staff > Click on the '+' button > Select the leave.
Copy Existing Schedules to Subsequent Weeks
Once you have finished creating and assigning shifts, you can copy over the exact schedule created to the following weeks to save time.
In Web app, go to Schedule > Select the week > Select the section.
Click on 'Copy' button > Select the week you would like to copy.
3. Select the criteria > Click on 'OK' button.
Copy Full Timers Only
This option will copy over your current week's schedule with the shifts assigned to the selected Full Timers over to the week you selected.
Copy All Staff
This option will copy over your current week's schedule with shifts assigned to selected Full Timers and Part Timers over to the week you selected.
Don't copy staff
This option will only copy over the shifts you created without the assignment of shifts over to the week you selected. You can start a clean slate of assigning shifts.
Scheduled Overtime Indicator
Scheduled Overtime is the overtime hours that a staff will be working according to schedule. What is actually reflected on the timesheet is Actual Overtime - learn more
Under the name of each staff, there is a Scheduled OT indicator (boxed in red)
The Scheduled OT Indicator contains 2 numbers
Scheduled working hours for the week
Difference to OT limit
This number disappears if staff is working at OT limit
Positive if staff is working more than OT limit
Negative if staff is working less than OT limit
Example of Undertime: Staff is working less than OT limit
Example of Overtime: Staff is working more than OT limit
Example of staff working at OT limit
Hover your mouse over the Scheduled OT Indicator to learn more
The expanded Scheduled OT Indicator contains the following
Summary of overtime
a short summary of whether staff is working Overtime or Undertime
if working at overtime/undertime, it will show the difference to OT limit
Total sched hours/OT Limit
Shows how much hours staff is scheduled to work VS OT Limit
Sched OT hours
Shows how much Overtime staff is working (if any)
Diff to OT limit
Shows the difference to OT limi
Export Schedule
In Web app, go to Schedule > Select the week > Select the section > Click on 'Export' button > Select to export schedule for current schedule or all sections schedule.
You can only export schedule for sections that you are tagged into.
2. Select PDF or CSV format > Click on 'Export' button.
Publish Schedule
In Web app, go to Schedule > Select the week > Select the section > Click on 'Publish' button.
Upon publishing the schedule, staff will receive notifications informing them of their upcoming shifts for the week. Changes can still be made even after publishing.
However, you will NOT be able to delete a shift or unassign a staff if the shift has already been clocked in/out.