The Scheduling User Guide will review the features available in the Scheduling Module.
eTime Xpress
Scheduling User Guide
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Table of Contents 1. Scheduling Overview
1.1. Working Schedule
1.2. Volunteer Schedule
1.3. Time Off Schedule
2. Working Schedule
2.1. Visual Scheduler Overview
2.2. Loading Shifts
2.3. Selecting Layouts
2.4. Hiding Layouts
2.5. Resizing View
2.6. Shift Colors
3. Managing Your Working Schedule
3.1. Add a Shift
3.2. Update a Shift
3.3. Delete a Shift
3.4. Cut/Copy a Shift
3.5. Undo/Redo Changes
3.6. Shift Toolbox
3.6.1. Shift Statistics
3.6.2. Copy Shifts
3.6.3. Replace Shifts
3.6.4. Copy/Replace Shifts
3.6.5. Delete Shifts
3.6.6. Schedule Template
3.6.7. Multi-Shift Availability
3.7. Using Shift Tags Sets
3.8. Using Schedule Templates
3.9. Building Shift Patterns
3.10. Employee Availability Search
3.11. Autofill Shifts
3.12. Using Shift Counters
3.12.1. Shift Counter Setup
3.12.2. Shift Counter Results
3.13. Using Shift Location
3.14. Using Shift References
3.15. Slide Show
3.15.1. Setup Slide Show
3.15.2. Start Slide Show
3.15.3. Stop Slide Show
4. Saving Shift Changes
4.1. Save Validations
4.2. Validate Changes
5. Customizing Layouts
5.1. Visual Scheduler Objects
5.2. Layout Options
5.3. Configuring Data Definitions
5.4. Create Layout
5.5. Setting Default Layout
6. Other Options
6.1. New Scheduler Window
6.2. Printing
6.3. Importing and Exporting Shifts
6.4. Publish Schedule
6.5. Email Schedules
6.6. Enable Drag and Drop
6.7. Save Settings
6.8. Self-Scheduling Shifts
6.8.1. Publishing Open Shifts for Self-Scheduling
6.8.2. Setting Self-Scheduling Options
6.8.3. Configuring Self-Scheduling in Web Xpress
7. Volunteer (Availability) Schedule
7.1. Create Volunteer Types
7.2. Add a Volunteer Record
7.3. Update a Volunteer Record
7.4. Delete a Volunteer Record
7.5. Cut/Copy a Volunteer Record
7.6. Copy Volunteer Records
7.7. Deleting Volunteer Records
7.8. Building Volunteer Record Patterns
7.9. Entering Volunteer Records via Web Xpress
8. Time Off Schedule
8.1. Create Time Off Types and Statuses
8.2. Add a Time Off Record
8.3. Update a Time Off Record
8.4. Delete a Time Off Record
8.5. Cut/Copy a Time Off Record
8.6. Copy Time Off Records
8.7. Deleting Time Off Records
8.8. Updating Time Off Status
8.9. Building Time Off Record Patterns
8.10. Entering Time Off Requests
8.11. Approving and Importing Time Off Requests
Appendix I – Visual Scheduler Buttons
Appendix II - Classic Scheduler vs. Visual Scheduler
Appendix III - Employee Search Criteria
Appendix IV – Schedule Layout Manager
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The Working Schedule is the primary database of shifts. From the Working Schedule, you can build your permanent schedules and make adjustments as your work environment changes. If an Employee can't work, you re-assign their shift. If an emergency shift is needed, you add it. The Working Schedule is the evolving day-to-day work plan for your employees.
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The Volunteer Schedule maintains your employee availability information. Common applications include: shift preferences, extra work, volunteering for overtime, on-call lists, spares lists and more. Maintaining employee availability information in the Volunteer schedule allows you to perform more precise searches when creating and updating shifts.
The Volunteer Schedule information can be entered by your schedulers directly into eTime Xpress or online by your employees using our optional Web Xpress solution.
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To access the Visual Scheduler, go to the Main Menu and double-click on the Visual Scheduler button. The Visual Scheduler screen should appear as shown in the figure below (see Appendix I for a summary of Visual Scheduler Buttons and Images).
For users upgrading from the eTime Xpress Classic Scheduler, see Appendix II for a feature map between the Classic Scheduler and the Visual Scheduler.
Visual Scheduler Screen – with Annotations
Annotation | Description |
(1) Tool Bar | Contains buttons to run features like Close, Save, Print, Add, Edit, Delete, Cut, Copy, Paste and more. |
(2) View Tab | Controls the subset of shifts to be loaded into the Visual Scheduler. Options include setting the date range, time, Customer, Site, Employee, Shift Type, and Service. |
(2.1) Shift Filter | Select or create a user definable shift filter for the schedule being viewed. To create your own shift filters, click |
(3) Shift Tab | Displays details of the current shift. |
(4) Filter Details | Description of the shift filter (see 2.1 Shift Filter). |
(5) Layout Selector | Select the presentation style for your schedule. |
(6) Scale Controls | Adjust the height and width size of the view. |
(7) Shift Grouping | Lists the shift grouping information. |
(8) Shift Records | Displays the Shift Records over an hourly or daily view. |
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The Visual Scheduler allows you to build customized views of your Working Schedule - you can load only the shifts which you want to view or update.
To load shifts into the Visual Scheduler:
- Select the View Tab and specify the applicable filters for the shifts you want to view.
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The Visual Scheduler includes a default color scheme to highlight specific shift types or conditions. A default shift color scheme is summarized in the table below.
Shift Type | Description |
| Scheduled Shifts are set with blue text on a white background. |
| Scheduled Overtime Shifts are set with white text on a red background. |
| Worked Shifts are set with black text on a white background. |
| Worked Overtime Shifts are set with red text on a white background. |
| Locked Shifts are set with black text on a white background. |
| Locked Overtime Shifts are set with red text on a white background. |
| Open Shifts are set with black text on a yellow background. |
| Tentative Shifts are set with white text on a green background. |
Note: To define your own shift color scheme, click on Configuration > Company & Branch option from the Main Menu. Next select the Company and Branch to which you want to modify colors and click the Branch Colors option.
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The Visual Scheduler provides several productivity tools to make the management of your Working Scheduler easier. Manual changes that were once tedious and time consuming can now be performed with a single click of the mouse. Scheduling errors are eliminated because shift changes are automatically validated against your business rules prior to every save.
Note: This guide assumes that you have completed the setup of your Customer, Site, Employee and Service information. If you have not setup these objects, please refer to their respective User Guides or review the Quick Start Guide.
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- Click the Add button (
) on the Tool Bar - the Add New Shift dialog box should appear as shown in the figure below.
Adding a New Shift
- Under the General Tab, assign the date, Customer, Site, Employee, start time, end time, break and Service. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
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Note: To create a shift without assigning an Employee (Open shift), enter zero in the Employee ID field. Open shifts allow you to plan coverage requirements and then use the Availability or Autofill tools to assign Employees.
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- Select a shift and click the Update button (
) on the Tool Bar - the Shifts Update dialog box should appear as shown in the figure below.
Updating a Shift
- Update the date, Customer, Site, Employee, start time, end time, break and/or Service. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
- Click OK to save your changes.
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- Select a shift and click the Delete button (
) on the Tool Bar - a Confirm Delete dialog box should appear as shown in the figure below.
Deleting a Shift
- Click 'Yes' to delete the selected shift. If you delete a shift by mistake, you can reverse the delete by clicking the Undo button (
).
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Visual Scheduler provides a collection of shift management tools collectively called the Shift Toolbox. The Shift Toolbox allows you to edit, create, delete and re-assign multiple shifts all at once using the Shift Toolbox.
From the Visual Scheduler, click the Shift Toolbox button ( 
) on the Tool Bar. The Shift Toolbox dialog box should appear as shown in the figure below.
Shift Toolbox with Annotations
Annotation | Description |
(1) View Tab | Contains a list of criteria that allows you to narrow your search to a subset of shifts. The View pull-down can be used to review the changes made in your virtual workspace that have not yet been saved to the Working Schedule. |
(2) Statistics Tab | Calculates basic statistical information on selected shifts including a shift count and hours summary. |
(3) Filter Details | Text description of shift filter defined under the View tab. |
(4) Select Record(s) | Displays shifts matching criteria defined in the view tab. You then select the shifts to which you want to apply the Shift Toolbox. |
(5) Tool Selector | Select the applicable tool you want to apply to the selected shifts including Copy, Replace, Copy/Replace, Delete and Shift Template. |
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Note: When searching for shifts, the search criteria are applied only against the shifts already loaded into the Visual Scheduler. The Search and Append features do not reload shifts directly from the Working Schedule database.
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- In the Visual Scheduler, click the Shift Toolbox button ( ).
- In the Shift Toolbox, specify the shifts you want to copy, select the Copy tool from the Tool Selector and click the Configure Tool button. The 'Select Copy To Date' dialog box should appear as shown in the figure below.
Select the copy action:
Copy Action
Description
Date
Copy selected shifts to specified date.
+ Days
Copy selected shifts to the current shift date + a number of days. For example, to copy shifts from one week to the next, select + Days and enter '7'. Specifying multiple Repeat times will copy shifts into subsequent weeks.
- Days
Copy selected shifts to the current shift date - a number of days. For example, to copy shifts to the previous week, select - Days and enter '7'. Specifying multiple Repeat times will copy shifts into subsequent prior weeks.
- Click the Paste button to start the Copy process. The Visual Scheduler display should now show your newly created shifts.
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The Multi-Shift Availability tool automates the process of finding a single employee that can be assigned to a group of shifts. An employee must be able work all shifts to be listed.
Multi-Shift Employee Availability Screen
Annotation | Description |
(1) Rules Tab | Displays the filter rules that will be applied to the employee search. Users can apply/un-apply specific search filters and custom employee filters. |
(2) Shifts Tab | Displays the group of shifts to run the search against. You may select/de-select shifts using the <Shift> or <Ctrl> keys on your keyboard. |
(3) Employee Filter | Select or create a user definable employee filter to search for specific groups of employees. To create your own filters, click |
(4) Apply System Rules Toggle | Uncheck to apply/un-apply specific search filters. |
(5) Search Filters | Specify search criteria to filter your employee list. Appendix III Employee Search Filters provides detailed explanations of each search criteria. |
(6) Search Button | Click to search for employees available to fill the selected group of shifts. |
(7) Available Employees | Displays employees matching search filters. You then select the employee(s) you want to assign. |
(8) Assign Employee | Select to add new shifts or replace the assigned employee with the selected employee. If you are adding new shifts, you may select multiple employees using the <Shift> or <Ctrl> keys on your keyboard. |
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- In the Visual Scheduler, click Edit > Paste Template. The Paste Schedule Template dialog box should appear as shown in the figure below.
- Select the template to paste into the Visual Scheduler, specify the first day that the template should be applied and click the Paste button. You may click the Shifts tab to preview the shifts that will be pasted into the Visual Scheduler. Once finished click the Close button (
).
Note: A schedule template can also be pasted from the Shift Toolbox after selecting the Schedule Template tool from the Tool Selector and clicking the Paste Template button.
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Weekly Rotation Pattern Daily Rotation Pattern
- Specify the date range of the shift rotation or the desired number of occurrences and click the OK button to build the rotation. The Visual Scheduler should display the new shifts. Shifts created as part of a shift rotation will be denoted by the (
) symbol in the Shift Tab as shown in the figure below.
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The Employee Availability tool automates the process of finding and replacing employees for shifts. Searches are dynamic allowing you query your entire employee database based on criteria such as qualifications, experience and overtime.
From the Visual Scheduler, click the Availability button ( 
) on the Tool Bar. The Availability dialog box should appear as shown in the figure below.
Employee Availability with Annotations
Annotation | Description |
(1) Shift Details | Specify a shift that you want to assign an employee. |
(2) Filters | Specify search criteria to filter your employee list. Appendix III Employee Search Filters provides detailed explanations of each search criteria. |
(3) Available Employees | Displays employee matching search criteria defined in the Filters section. You then select the employee(s) you want to assign to the specified shift. |
(4) Employee Filter | Select or create a user definable employee filter to search for specific groups of employees. To create your own filters, click |
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The Autofill tool auto-assigns Employees to Open shifts in chronological order based on criteria such as qualifications, experience, overtime, seniority and more. An Open shift is a shift with no Employee assigned to it (Employee ID = 0) and is colored yellow by default in the Visual Scheduler.
Unlike other tools in the Visual Scheduler, the Autofill tool works directly with the Working Schedule (database). This is required due to the relational nature of the Priority fill rules. As a result, you may be prompted to Save any changes made in the Visual Scheduler before running Autofill.
From the Visual Scheduler, click the Autofill button ( 
) in the Tool Bar. The Autofill Open Shifts dialog box should appear as shown in the figure below.
Autofill with Annotations
Annotation | Description |
(1) Autofill Range | Specify the date range and shift details to run Autofill process. |
(2) Filters | Specify employee fill rules/criteria. Appendix III Employee Search Filters provides detailed explanations of each search criteria. |
(3) Priority | Specify tie-break rules if multiple employees match fill rules/criteria. You can also specify the order in which the Priority rules will be applied. To setup Seniority rules, see the Administrator Guide for more information. |
(4) Shift Filter | Select or create a user definable shift filter to fill specific groups of open shift. To create your own filters, click |
(5) Employee Filter | Select or create a user definable employee filter to search for specific groups of employees. To create your own filters, click |
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The Exception Details report lists every shift that could not be assigned. There are four errors preventing the Autofill of an Open shift:
Autofill Error | Cause |
Shifts not filled because no Employees are available with the criteria selected | The Employee Filter settings are too strict resulting in few or no Employees matching the fill criteria. |
Rates not setup for these Employees and sorted by rate | The Use Lowest Cost Order Priority option was selected and Employees do not have pay rates defined. |
Open shifts found for these inactive Sites | Open shifts were found for Inactive or Void Sites. |
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Shift Counters allow you to pre-define daily shift counts to determine if minimum or maximum coverage requirements have been achieved. This tool is useful for preventing the scheduling of too few or too many shifts.
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From the menu bar in the Visual Scheduler, click Tools > Shift Counters > Setup. The Shift Counter Setup dialog box should appear as shown in the figure below.
Shift Counters Setup with Annotations
Annotation | Description |
(1) View Selector | Specify the date range and shift counters to view. Enter "*" to display All records (i.e. Customer, Site and Service). |
(2) Shift Counter Schedule | Displays shift counters over date range. |
(3) Shift Counter Information | Specify shift counter details. |
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Creating or Editing a Shift Counter
- Specify your shift counter details including the day, Customer, Site, start, end, break, Service and shift count. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
- Click the Save button (
) to save your new Shift Counter. The Shift Counter Schedule will be updated as shown in the figure below.
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Creating or Editing a Shift Counter
To create Shift Counter Rotations:
The Build Rotation tool provides a convenient way to create multiple shift counter records at once.
- Select a Shift Counter record and click the Build Rotation button (
) on the Tool Bar. The Build Rotations dialog box should appear as shown in the figure below.
Weekly Rotation Pattern Daily Rotation Pattern
- Select either a Weekly or Daily frequency type and define the necessary frequency pattern.
- Specify the date range of the shift counter rotation or the desired number of occurrences and click the OK button to build the rotation. The Shift Counter Setup should display the new shift counter records.
To import Shift Counters:
If your Shift Counter information already exists in a 3rd party application, it may be possible to import that information directly into eTime Xpress from a properly formatted .CSV (Comma Separated Value) file.
- From the menu bar in the Shift Counter Setup dialog box, click File > Import. The Shift Counter Import screen should appear as shown in the figure below. The browser called Available Shift Counter Fields contains a list of all of the counter fields that may be imported, including required fields.
- Create the .CSV file containing your Shift Counter information using an export tool found in your 3rd party application or spreadsheet. Save the resulting .CSV file to a directory that is accessible from eTime Xpress.
- In eTime Xpress, click the Open button (
) in the Shift Counter Import screen to bring up a file dialog box. Browse to where you saved the .CSV file and select it for import. - In the Available Shift Counter Fields browser, add the fields you are importing in the order they appear in the .CSV file. You can modify the field order by using the Remove, Move Up, and Move Down buttons.
- Click the Import button to complete the import process.
Shift Counter Import Screen
Note: The most common cause of Import failure is a mismatch between the .CSV file layout and the Import Field Order definition. Also, please ensure that all Req'd fields are defined for each record in the .CSV file.
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After entering shifts in the Visual Scheduler, the Shift Counters Results allows you to audit your Working Schedule against your shift coverage requirements.
Unlike other tools in the Visual Scheduler, the Shift Counter Results tool works directly with the Working Schedule (database). This is required due to Shift Counter Results calculations. As a result, you may be prompted to Save any changes made in the Visual Scheduler before running Shift Counter Results.
From menu bar in the Visual Scheduler, click Tools > Shift Counters > Results. The Shift Counter Results dialog box should appear as shown in the figure below.
Shift Counter Results with Annotations
Annotation | Description |
(1) View Selector | Specify the date range and shift counter results to view. Enter "*" to display All records (i.e. Customer, Site and Service). |
(2) Shift Counter Results | Displays shift counter results over date range. "Under-booked" counters have negative numbers and are highlighted red. "Over-booked" counters are displayed as positive numbers and are highlighted yellow. "Filled" counters display as zero and have no highlight. |
(3) Shift Counter Information | Specify shift counter details. |
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From the Visual Scheduler, delete the unnecessary shifts using the Delete button or the Delete tool found in the Shift Toolbox.
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- From the Visual Scheduler, click the Add button ( ) or select a shift and click the Update button ( ) - the Shifts Add/Update dialog box should appear as shown in the figure below.
- Specify the location code. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
If the location field is left blank, the system will automatically assign the location code based on the Shift Location Rule configured for the branch.
- Click OK to save your changes.
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- From the Visual Scheduler, click the Add button ( ) or select a shift and click the Update button ( ) - the Shifts Add/Update dialog box should appear. Click the References tab to display the shift reference fields as shown in the figure below.
- Specify the shift reference information in free form or use the lookup.
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Note: To rename the labels (i.e. Reference 1, Reference 2…) in the shift References tab, go to the eTime Xpress Main screen and click Configuration > Codes Maintenance. From the Codes Maintenance screen, select 'External Shift Ref. Labels' and then add a new Code with a matching number and description. The number in the Code field corresponds to the Reference # you want to replace and the description is the new label.
To define lookup codes for shift references, go to the eTime Xpress Main screen and click Configuration > Codes Maintenance. From the Codes Maintenance screen, select the applicable 'External Shift Ref. #' and then add a new Code.
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The Slide Show feature allows the current view in the Visual Scheduler to be set on automatic scroll. This feature can be used to replace the manual posting of hard copy schedules with electronic schedules viewed on a monitor or flat panel display.
The schedules employees view are always current since changes are automatically posted after each refresh of the schedule.
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Scroll Settings | Description |
Pause (seconds) | Set the # of seconds between scroll transitions. |
Horizontal Time Step | Set the horizontal scroll interval in # of days or hours. |
Vertical Row Step | Set the vertical scroll interval in # of rows. |
Transition Pattern | Select scroll pattern. |
Time Period Settings | Description |
Check for new schedule data | Set the time interval when the schedule should be refreshed before replay of the schedule. |
Automatically adjust date period before refresh | Set the schedule From/To dates to be automatically updated based on today's date. For example, the schedule can be set to always fresh the data from 1 day before and 1 day after the current date. |
Advanced Display Settings | Description |
Automatically adjust horizontal time steps displayed | Set the horizontal scroll to display times relative to current date and time ("Now"). For example, the auto-scroll can be set to always display 4 hours before and 4 hours after the current date and time. |
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From the Visual Scheduler, click File > Slide Show > Start Slide Show to start the auto-scroll process.
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Since the Visual Scheduler only loads a copy of your shift information into its virtual workspace, you are required to Save ( ) your changes before they are permanently recorded into the Working Schedule database. The Visual Scheduler offers the advantage of experimenting with different "what if" scenarios without saving. You can even discard your changes simply by selecting 'No' during the save prompt.
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The Visual Scheduler tracks your change activity when you add, update or delete shifts.
When you Save your changes, the Visual Scheduler validates the change activity against your business rules before saving any changes to the Working Scheduling. The Visual Scheduler does not "re-validate" shifts where no changes have been made.
The following is a list of the standard Business Rules validated by eTime Xpress:
Validation | Description |
Shift Exceeds Counter | The number of shifts exceeds the coverage requirements pre-defined in the Shift Counters (see Using Shift Counters). |
Employee is Double Booked to a Shift | The Employee is has already booked during that time. |
Employee Budget Exceeded | The shift will cause the total number of hours budgeted for the Employee to be exceeded (see Employee Main Screen > Pay Settings Tab). |
Max Pay Rate Exceeded | The Pay Rate of the scheduled Employee exceeds the pay guidelines for the Site (see Site Main Screen > Pay Settings Tab). |
Employee Fails Shift Qualifications | The scheduled Employee does not have the required Qualifications to work the shift (see Employee User Guide and Customer and Site User Guide). |
Employee is Restricted from Shift | The scheduled Employee is restricted from this Shift (see Employee User Guide and Customer and Site User Guide). |
Site Budget exceeded | The shift will cause the total number of hours budgeted for the Site to be exceeded (see Site Main Screen > Bill Settings Tab). |
Employee has Time Off | The scheduled Employee has time off booked (see Using the Time Off Schedule). |
Employee has that Day Off | The scheduled Employee does not normally work on that day (see Employee Main Screen > File > Set Work Week). |
Shift is part of a rotation | The shift is part of a rotation or series of shifts with the same shift details. |
Shift Worked | The shift has been marked as worked with actual worked times already recorded. |
When a change fails a save validation, the Visual Scheduler will classify the failed validation as Warning, Error or Ignore. Failed validations can be resolved as follows:
Failed Validation Type | Resolution |
Warning | Correct cause of failed validation or set the Warning to "Ignore" to Yes. |
Error | Correct cause of failed validation or "Reject" proposed shift change. You are not permitted to "Ignore" validation Errors. |
Ignore | Business rule is not validated. |
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Setting Branch Message Types
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After completing your changes in the Visual Scheduler, click the Save button ( ) to validate your changes. If a shift change fails a validation, the Check Failed Validations dialog box should appear as shown in the figure below.
Check Failed Validations with Annotations
Annotation | Description |
(1) View Selector | Select the filter for the failed validations you want to view. By default, you may select All, Created, Updated or Deleted changes as well as by applicable failed validation type. |
(2) Shift Information | Lists all shifts with changes that have failed validations. |
(3) Failed Validations | Lists the failed validations of a shift and classification (Error or Warning). |
(4) Error Description | Displays description of failed validation. |
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The Visual Scheduler provides several pre-defined schedule presentations or layouts (default system layouts are denoted by "*"). The Layout Manager allows you to create custom layouts to better meet your scheduling needs.
When customizing your layouts be patient as it does involve some complexity. After all, the Layout Manager gives you "programmer" level control to personalize the look and feel of your schedules.
From the Menu bar in the Visual Scheduler, select View > Layout Manager. The Layout Manager dialog box should appear as shown in the figure below.
Layout Manager
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The Schedule Layout Manager uses specific terminology to refer to the various objects or areas within the Visual Scheduler. When customizing your layouts, refer to the figure shown below to understand where certain objects are located in the Visual Scheduler.
Locations of Visual Scheduler Objects
Annotation | Description |
(1) Title | Displays the field labels of the List Item definitions. |
(2) Ruler/Time Bar | Display year, month, day and hours. |
(3) List Header | Displays the field value(s) of the List Header definitions. |
(4) List Item | Displays the field value(s) of the List Item definitions. |
(5) Schedule/Record Bar | Displays the field value(s) of the Record Bar definitions. |
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The Schedule Layout Manager provides highly flexible presentation controls for most of the features found in the Visual Scheduler. Appendix IV provides detailed explanations for presentation controls listed in the tabs found in the Schedule Layout Manager.
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The Visual Scheduler dynamically presents your shift information based on your Data Definitions. Using the Data options tab, you define what data you want to see (Display) and how it is organized (Grouping) within the various objects of the Visual Scheduler.
Display and Grouping definitions are not required to be the same. For example, you may choose to Group your shifts by 'Site, Start Time and Break' but display only 'Site'.
Data Options Tab
Data Options | Description |
List Header Grouping | Data fields to be used to group and sort your rows of shifts (List Items). |
List Header Display | Data fields labels you want to display in the Header area. If no fields are defined, the List Header Display will not appear in the layout. |
List Item Grouping | Data fields to be used to group and sort shift records within a List Header Grouping. |
List Item Display | Data field values you want to display in the List Item area. |
Record Bar Sort | Data fields to be used to sort shift records within a List Item Grouping. |
Record Bar Display | Data field values you want to display in a Record Bar. |
Other | Description |
Description Field | Displays field information. |
Sort Order | Ascending or descending option. |
Delimiter | Character type to be displayed between fields. |
Column Width | Sets initial column width. |
Field Label | Description to use when displaying field labels. |
Use the Add/Remove buttons to select fields and the Up/Dn buttons to reorder the field priorities
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The Visual Scheduler provides additional features as outlined below.
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The Visual Schedule allows you to launch multiple instances when you need to view more information than can be presented in a single Visual Scheduler window.
From the Menu bar in the Visual Scheduler, select File > Open New Scheduler Window. A new Visual Scheduler window should be launched as shown in the figure below.
Open New Visual Scheduler Window.
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The Visual Scheduler prints in the same graphical style as the selected Layout. To print from the Visual Scheduler:
- Load the shifts you want to print by defining the applicable filters in the View tab and clicking the Refresh button (
) or the Append button - Resize your view using the Scale Controls, if necessary.
- Click the Print button (
).
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Publishing a Schedule
Note: Voice Xpress and Web Xpress are additional products that are licensed separately from eTime Xpress. Both products require additional setup and configuration. Please refer to the installation documentation for these products. If you wish to purchase Voice Xpress or Web Xpress, please contact your Celayix Software Sales Representative.
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Self-Scheduling allows Open shifts to be published via Web Xpress. Employees can view available shifts and reserve/self-schedule themselves to shifts provided applicable business rules configured in eTime Xpress are met.
Note: The Self-Scheduling module in eTime Xpress is licensed separately and requires Web Xpress. If you wish to purchase the Self-Scheduling Module and/or Web Xpress, please contact your Celayix Software Sales Representative.
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Publishing a Shift for Self-Scheduling
- Specify the Start Date/Time and End Date/Time period you want employees to be able to select the shift for self-scheduling.
- Click OK to save your changes.
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Self-Scheduling Options allow you to configure the Web Xpress user interface for Self-Scheduling.
From the menu bar in the Visual Scheduler, click File > Self-Scheduling Options. The Self-Scheduling Options dialog box should appear as shown in the figure below.
Self-Scheduling Options
General | Description |
Maximum # of days viewable at a time | Set the maximum number of days an employee may search for shifts published for self-scheduling. |
Maximum # of shift requests per submission | Set the maximum number of shifts an employee may submit per self-scheduling request. |
Maximum # of shift requests per 24 hours per Employee | Set the maximum number of times an employee can search for available shifts within day. |
Minimum wait time (seconds) between shift requests | Set the minimum amount of time an employee must wait before running the next search. During the wait period, the system will reject any search requests. |
Enable Human Intelligence check before shift request | Check-off to enable audio and video CAPTCHA check prior to any search. |
Save Options | Description |
Enable/Disable Validation | When a shift is selected by an employee for self-scheduling, the following business validations can be applied:
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Search Filters | Description |
Filter 1, 2 and 3 | You may define up to 3 search filters which employees may use to customize their search for shifts available for self-scheduling. For example, you may create a search filter for time of day or shift type. |
Shift Grouping | Description |
Grouping Fields | Shift Grouping Fields summarize available self-scheduling shifts into user definable groupings. |
Display | Description |
Display Fields | Select the fields to be displayed for self-scheduling. The display fields are a subset of your shift grouping fields |
Sort | Description |
Sort Fields | Select the applicable sort fields and in ascending or descending order. |
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The Volunteer Schedule is complementary to the Working Schedule. It maintains your employee availability information such as shift preferences, extra work, volunteer overtime, on-call lists, spares lists and more. The employee availability information can then be applied when scheduling employees using the Availability or Autofill tools in the Visual Scheduler.
The Volunteer Schedule information can be entered by your schedulers directly into eTime Xpress or online by your employees using our optional Web Xpress solution. This guide will focus on how to enter and maintain availability records directly in the Volunteer Schedule.
From the Menu bar in the Visual Scheduler, select Tools > Volunteer Schedule. The Volunteer Schedule dialog box should appear as shown in the figure below.
Volunteer Schedule with Annotations
Annotation | Description |
(1) View Selector | Specify the date range and volunteer records to view. Enter "*" to display All records (i.e. Customer, Site and Employee). |
(2) Volunteer Records | Displays volunteer records over date range. |
(3) Volunteer Information | Specify volunteer record details. |
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- Click the Add button ( ) on the Tool Bar - the Volunteer Information fields should become active as shown in the figure below.
- Assign the day, Customer, Site, start time, end time, break, Service, Volunteer type and Employee. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
- Click the Save button ( ) to save your new Volunteer record.
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To Copy/Paste a Date Range:
The Copy/Paste Range tool allows you to copy a day, week or range of days multiple times over a period.
- From the Menu bar, click Edit > Copy/Paste > Range. The Copy/Paste Range dialog box should appear as shown in the figure below.
- Specify the date range to copy.
- Specify the applicable Customer, Site, Service and Volunteer type filters.
- Specify the Paste to Range information (From and To dates) and click the Begin Copy/Paste button. Any exceptions can be viewed by clicking the Exception Details button.
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Weekly Rotation Pattern Daily Rotation Pattern
- Specify the date range of the record rotation or the desired number of occurrences and click the OK button to build the rotation.
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From the Menu bar in the Volunteer Schedule, select File > Volunteer Entry Settings. The Volunteer Entry Settings dialog box should appear as shown in the figure below.
Volunteer Entry Settings
Specify the applicable date range when your Employees may submit their availability.
Note: Web Xpress is licensed separately from eTime Xpress and requires additional setup and configuration. If you wish to purchase Web Xpress, please contact your Celayix Software Sales Representative.
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The Time Off Schedule is complementary to the Working Schedule. It maintains your employee "cannot work" information such as days off, maternity leave, vacation time, sick days, personal leave days and more. The employee Time Off information can then be applied when scheduling employees using the Availability or Autofill tools in the Visual Scheduler.
The Time Off Schedule information can be entered by your schedulers directly into eTime Xpress or online by your employees using our optional Web Xpress solution. Unlike the Volunteer Schedule, Time Off requests entered using Web Xpress are required to follow an approval process before being posted into the Time Off Schedule.
From the Menu bar in the Visual Scheduler, select Tools > Time Off Schedule. The Time Off Schedule dialog box should appear as shown in the figure below.
Time Off Schedule with Annotations
Annotation | Description |
(1) View Selector | Specify the date range and Time Off records to view. |
(2) Time Off Records | Displays Time Off records over date range. |
(3) Record Information | Specify Time Off record details. |
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eTime Xpress allows you to create the Time Off types applicable to your organization (i.e. days off, maternity leave, vacation time, sick days, personal leave days etc.). Time Off status (i.e. pending, rejected, approved etc.) allow you to setup an authorization process for Time Off requests.
From the eTime Xpress Main screen, click Configuration > Company/Branch > Branch Codes > Time Off Codes. The Time Off Codes screen should appear as shown in the figure below.
Branch Time Off Codes with Annotations
Annotation | Description |
(1) Time Off Type | Displays Time Off record types. |
(2) Time Off Status | Displays Time Off statuses associated with a record type. Each Time Off type may have different Time Off statuses. |
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The 'Use Rules' field determines whether the Time Off type and status combination will be validated against the Working Schedule. If a Time Off record has 'Use Rules' set to 'Yes', Employees are prevented from being scheduled at that time. Generally, an Approved status type has 'Use Rules' set to 'Yes' and a Pending or Rejected status type has the 'Use Rules' set to 'No'.
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Assign the day, Time Off type, Time Off status, start time, end time and Employee. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
By default, the debit amount will be calculated based on your branch Time Off Debit Threshold rules. To manually enter the debit amount, uncheck the check-box beside Debit Amt. and enter the amount. To recalculate based on the branch rules, re-check the check-box beside Debit Amt.
- Click the Save button ( ) to save your new Time Off record.
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To Copy/Paste a Date Range:
The Copy/Paste Range tool allows you to copy a day, week or range of days multiple times over a period.
- From the Menu bar in the Time Off Schedule, click Edit > Copy/Paste > Range. The Copy/Paste Range dialog box should appear as shown in the figure below.
- Specify the date range to copy.
- Specify the applicable Time Off type filters.
- Specify the Paste to Range information (From and To dates) and click the Begin Copy/Paste button. Any exceptions can be viewed by clicking the Exception Details button.
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Deleting a Range of Time Off Records
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To Update the status of a range of Time Off records:
The Set Status tool allows you to update the status of multiple Time Off records over a period.
- From the Menu bar in the Time Off Schedule, click Data > Set Status. The Set Status Range dialog box should appear as shown in the figure below.
- Specify applicable date range and Time Off type filters.
- Select the status type of the Time Off record to be updated using the 'Set' drop down list.
- Define the new status type using the 'time off records status to' drop down list.
- Click the Search button to view a list of Time Off records matching the specified dates and filters.
- Select the records to be updated using the Select All button or by pressing the [Shift] or [Ctrl] key while selecting shift records.
- Click the OK button to update the selected Time Off records. Any exceptions can be viewed by clicking the Exception Details button.
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Weekly Rotation Pattern Daily Rotation Pattern
- Specify the date range of the record rotation or the desired number of occurrences and click the OK button to build the rotation.
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Time Off requests do not automatically appear in the Time Off Schedule. They must first be reviewed, approved and posted using the Time Off Requests Import feature in eTime Xpress.
From the Menu bar in the Time Off Schedule, click File > Import > Time Off Requests. The Time Off Request Import screen should appear as shown in the figure below.
Time Off Request Import with Annotations
Annotation | Description |
(1) View Selector | Specify the date range and Time Off requests to view. |
(2) Time Off Requests | Displays Time Off requests over date range. |
(3) Time Off Details | Displays the details of the Time Off request including the employee, time off type, dates requested and creation date. |
(4) Time Off Notes | Displays additional details and descriptions for the Time Off request. |
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Note: The option 'Set shifts that conflict with time off to OPEN' option will automatically update scheduled shifts to Open that conflict with Time Off records having the 'Use Rules' set to 'Yes'.
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The following table is a summary of the buttons and commands found in the Visual Scheduler Tool Bar.
Icon | Name | Description |
| Close | Close the Visual Scheduler and return to the Main Menu. |
| Print the current view. | |
| Save | Save your shift changes to the Working Schedule (database). |
| Add | Add new shift. |
| Update | Update selected shift details. |
| Delete | Delete selected shift. |
| Cut | Move the selected shift. |
| Copy | Copy the selected shift. |
| Paste | Paste previously 'Cut' or 'Copied' shift. |
| Undo | Reverse the last change. |
| Redo | Re-apply previous Undone change. |
| Refresh | Refresh view with current data from the Working Schedule (database). |
| Shift Toolbox | Use for bulk creation and update of shifts. |
| Availability | Use for advanced Employee searches for the creation and update of shifts. |
| Build Rotation | Use to create recurring series of shifts. |
| Autofill | Use to automatically assign available Employees to Open shifts. |
| Append | Adds shifts matching search filters to the current view. |
| Clear | Clears current view (note: does not delete shifts). |
| Photo | View Employee photograph. |
| Rotation | Denotes that shift is part of a series of shifts. |
| Reposition | Reposition to the current shift in the Shift Tab. |
| Layout | Use to create scheduling layout. |
| Filter | Use to create record filter. |
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The Visual Scheduler is a significant upgrade to the Classic Scheduler interface found in previous versions of eTime Xpress. Below is a reference guide summarizing the various Classic Scheduler features and instructions on how to run the corresponding feature in the new Visual Scheduler.
Feature | Classic Scheduler | Visual Scheduler |
Add Shift | Edit > Add > Shift | Edit > Add |
Add Multiple Shifts | Edit > Add > Multiple | Tools > Availability > Multi-select shifts and click Add Shift(s) |
Delete Shift | Edit > Delete > Shift | Edit > Delete |
Delete Range | Edit > Delete > Range | Tools > Shift Toolbox > Delete |
Copy Shift | Edit > Copy > Shift | Edit > Copy |
Copy Day/Week | Edit > Copy > Day/Week | Tools > Shift Toolbox > Copy |
Copy/Paste Week | Edit > Copy/Paste > Week | Tools > Shift Toolbox > Copy |
Copy/Paste Shift Plan | Edit > Copy/Paste > Shift Plan | Edit > Paste Template |
Lookup | Edit > Lookup | No longer applicable |
Replace | Edit > Replace | Tools > Shift Toolbox > Replace |
View Selector by Branch, Customer, Site, Employee, Employee/Branch, Employee/Customer, Employee/Site | View > Display > Branch, Customer, Site, Employee, Employee/Branch, Employee/Customer, Employee/Site | No longer supported. Manually define Customer, Site, and Employee settings. |
Shift Types Selector | View > Shifts | View tab > Shift Types |
View by Period: Daily, Monthly | View > Period > Daily, Monthly | No longer applicable. From View tab, define From/ To Date. |
Shift Planner | Tools > Shift Planner | Tools > Shift Toolbox > Schedule Template |
Volunteer Schedule | Tools > Volunteer Schedule | Tools > Volunteer Schedule |
Time Off Schedule | Tools > Time Off Schedule | Tools > Time Off Schedule |
Group Scheduling | Tools > Group Scheduling | No longer supported |
Shift Counter Setup | Tools > Shift Counters > Setup | Tools > Shift Counters > Setup |
Shift Counter Results | Tools > Shift Counters > Results | Tools > Shift Counters > Results |
Autofill | Tools > AutoFill | Tools > AutoFill |
Bid Maintenance | Tools > Bid Maintenance | No longer supported |
Show Open Shifts | Tools > Open Shifts | View tab > Employee = 0 |
Show Overtime Shifts | Tools > Overtime Shifts | View tab > Shift Types > Overtime Shifts |
Availability | Tools > Availability | Tools > Availability |
Build Rotation | Tools > Build Rotation | Tools > Build Rotation |
Set Shift to Open | Data > Set to Open > Shift | Edit > Update > Set Employee = 0 |
Set Shift Range to Open | Data > Set to Open > Range | Tools > Shift Toolbox > Replace > Set Employee = 0 |
Change Employee | Data > Change Employee | Edit > Update > Set Employee |
Set Tentative | Data > Set Tentative | Tools > Shift Toolbox > Replace > Set Tentative Y/N |
Set Shift Note | Data > Set Shift Note | Tools > Shift Toolbox > Replace > Set Note |
Set Shift Tag Set | Data > Set Shift Tag Set | Tools > Shift Toolbox > Replace > Shift Tag |
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The following table is a summary of the Employee Search Criteria that may be found in the Filter option in the Availability, Autofill, and Add Multiple Shift tools:
Filter Type | Description | Where To Configure |
Experience at customer Site | Employee has a minimum of 1 "Worked" shift at this Site. | Use Set Shift Worked feature in Time & Attendance |
Meets Shift Qualifications | Employee meets all Shift qualifications. | Employee Qualifications: Employee Main Screen > Employee Qualifications Shift Qualifications: Configuration > Company/Branch > Branch Rule Settings > Shift Qualifications |
No overtime caused | Shift will not result in overtime pay. | Company/Branch > Branch Bill/Pay Settings |
Not scheduled on this date | Employee is not scheduled to other shifts during the day. | n/a |
List Employees with day off | Override Employee day off rule. | Employee Main Screen > File > Set Work Week |
Service found in Employee pay rates | Service to be provided has been defined as in the Employee's pay rates. | Employee Main Screen > Employee Pay Rates |
Does not exceed Site max pay rate | Employee's pay rate does not exceed the specified Site Max Pay Rate rule. | Customer Main Screen > Site Pay Settings tab |
Matches default Service | Matches Employee's default Service type. | Employee Main Screen > Employee Pay Settings tab |
Unionized Employee | Employee union classification is 'Yes". | Employee Main Screen > Employee Pay Settings tab |
Not during x consecutive days off | Exclude Employee's failing minimum consecutive day off rule. | n/a |
Department | Matches Employee department classification. | Employee Main Screen > Employee Pay Settings tab |
Position | Matches Employee position classification. | Employee Main Screen > Employee Pay Settings tab |
Employee Type | Matches Employee type classification. | Employee Main Screen > Employee Pay Settings tab |
Volunteer Type | Matches Employee volunteer record (see Volunteer Schedule). | Visual Scheduler > Tools > Volunteer Schedule |
Total hours less than x hours for the day/week/month | Employee's combined scheduled and worked hours over a period are below specified hours. | n/a |
Rest period between shifts x hours | Employee is not already scheduled prior to the intended shift based on rest period guidelines. | n/a |
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The following table is a summary of the presentation controls found in the Schedule Layout Manager of the Visuals Scheduler.
General Options | Description |
Grid Lines | Display grid lines between cells. |
Alternate Color Lines | Color alternating rows. |
Week Start Day Color | Color columns defined as the first day of each week. |
Military Time | Display time based on 24-hour clock format. |
Vertical/Horizontal Slider | Display vertical/horizontal scale control. |
Header Field Labels | Display field labels in the Header Display. |
Record Field Labels | Display field labels in the Record Display. |
Start Week Day | Sets the first day of the work week. "Default" applies the default week start day as defined by eTime Xpress administrator. |
Period Type | Display shift records in daily or hourly format. |
Record Bars | Set the width of shift records to fill a cell (Re-size to Fill Entire Day) or size based on shift hours (Proportional To Total Hours). |
Formatting Options | Description |
Day Names | Day format. |
Month Names | Month format. |
Grid Lines | Grid line format. |
Alternate Color Lines | Number of rows to color on alternating basis. |
Alignment Options | Description |
Title Align | Horizontal alignment for List Item Grouping. |
Title Position | Vertical alignment for List Item Grouping. |
Title Height | Height value for List Item Grouping. |
Title Width | Width value for List Item Grouping. |
List Align | Horizontal alignment for List Item Display. |
Row Height | Height value for List Item Display. |
List Indent | Indent value for List Item Display |
Min. Bar Width (Hours) | Minimum column width when in Hours view. |
Date Width | Column width when in Day view. |
Hour Width | Column width when in Hours view. |
Slider Min/Max Value | Range of resize values for the Horizontal and Vertical Scale Controls. |
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