Shift Statistics

This feature released in September 2021, allows Schedule Xpress users to see the total number of hours or shifts for every employee within the schedule.

Shift Statistics

At the left side of the schedule you can see the number of hours or shifts an employee has for the period shown. It shows Assigned, Worked, Overtime and Approved Time Off. These can be seen as number of hours or a count of items.

Totals can be viewed in any layout that organizes the page by employee. For example, the Employee Availability layout. You can make any custom layouts of your own, by cloning an existing layout and altering it to suit your purposes. See Layout Manager for details.

Hours

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Count

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The Bottom Line

You can show totals at the bottom of the page. They are shown as hours or count as appropriate.

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Configuration

The page layout must be organized by employee. There must be no Table header grouping, and the Row header grouping must only be by employee.

The totaling options can be enabled in the layout’s Row header Shift statistics section at the bottom of the layout setup page.

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The options can also be controlled dynamically using the layout display options at the top of the page.

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Notes

There are a number of conditions that affect the totals or the view of the page. In some cases there may be a red exclamation mark to indicate a situation that requires particular consideration.

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Totals may include shifts that are not displayed

The totals that are shown include all the shifts that an employee has. Some shifts might not be displayed due to having filters enabled at the top of the page, or some customers or sites being hidden because of your record access rights.

Shift start date vs Midnight cutoff

Your system can be configured in two ways, with respect to shifts that cross midnight. This affects the hours that are included in the totals.

Shift start date - all the hours of a shift are allocated to the date that the shift starts. With this common configuration the display is somewhat obvious. Let’s say that your schedule page is configured for January 10-16. A shift starting on January 9 will not be included in the totals, even some of those hours may cross midnight into January 10. Similarly all the hours for shifts on January 16 will be included, even though some of those hours may cross midnight into January 17.

Midnight cutoff - the hours of a shift are allocated to the day that they fall on. With this configuration the display is somewhat less obvious. Again, let’s say that the schedule page is configured for January 10-16. A shift starting on January 9 and crossing midnight into January 10 will have some of its hours counted as January 10. However, because of how the display works, these hours will not be visible on the page because the shift only appears on the start date. Similarly the hours for a shift starting on January 16 and crossing into January 17 will have only its January 16 hours included. This requires attention because the shift will be shown with its whole shift time, but only the pre-midnight hours will be included in the page totals.

Only Approved time off is included

Generally a time off event is in one of three states: Requested, Approved or Declined. Only Approved time off is included in the total, even if Requested and Declined may be shown on the page.

Note that the time off total includes all the hours of the time off entry. This means that the hours may be somewhat inflated, because it is typical for time off items such as Vacation to be for 24 hours. (The reason for full-day requests is to prevent Find Replacement and Autofill from selecting an employee who is on vacation.)

Must save the page for Overtime to be accurate

Overtime is only known after all changes are saved. This is because overtime is assessed during the Save.

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