The Scheduling User Guide will review the features available in the Scheduling Module.




eTime Xpress
Scheduling User Guide
(For versions 7.008.000 and above)







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

1. Scheduling Overview

eTime Xpress provides a comprehensive workforce scheduling solution that solves even the most complex employee scheduling problems.
At the core of our scheduling solution is the Visual Scheduler - a dynamic viewer and manager for your Working Schedule. The Visual Scheduler allows you to determine what and how shift information is presented – it literally adapts to the way you schedule.
In addition to the Working Schedule, eTime Xpress provides two supporting schedules that allow you to track when employees can work (Volunteer Schedule) and when employees cannot work (Time Off Schedule). When the Volunteer Schedule and Time Off Schedule are used together, you have a complete picture of your employee availability when building your Working Schedule.

1.1. Working Schedule

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.

1.2. Volunteer Schedule

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.

1.3. Time Off Schedule

The Time Off Schedule maintains your employee "unavailable to work" information. Common applications include: days off, maternity leave, vacation time, sick days, personal leave days and more. Maintaining employee time off information in the Time Off Schedule allows you to perform more precise searches when creating and updating shifts.
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.
Note: This document uses the default Labels that are assigned when eTime Xpress is originally installed. It's possible for a user to redefine their Labels for "Employee", "Site", "Customer", and many others. If default Labels have been changed please make a note of the new names to reduce confusion when following this Guide.

2. Working Schedule

The Working Schedule is managed through the Visual Scheduler of eTime Xpress. The Visual Scheduler is a virtual work space where you can dynamically define what and how shift information is presented.
Below is a diagram of how data flows between the Working Schedule (your database of shifts) and the Visual Scheduler.

When using the Visual Scheduler, it is important to understand the following principles:

1. Virtual Workspace: The Visual Scheduler loads a copy of your shift information into its virtual workspace. This allows you to make changes and run "what if" scenarios prior to saving those changes directly to the Working Schedule (shift database). You can discard your changes simply by selecting 'No' during the save prompt.
2. Validate and Save Changes: When you Save your changes, the Visual Scheduler validates only the changes made to the Working Schedule (add, update and delete of shifts) against your business rules. Changes made in the Visual Scheduler are not permanent until they are saved into the Working Schedule database.

2.1. Visual Scheduler Overview

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

2.2. Loading Shifts

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:

1. Select the View Tab and specify the applicable filters for the shifts you want to view.

1. Start the shift load process by clicking the Refresh button ( ) or the Append button ( ). Refresh clears your current view and loads only the shifts matching your specified filters. The Append function adds shifts to your current view matching your specified filters. The Append function allows you to view specific schedules side-by-side.

Note: The Append feature ( ) can be used to view specific schedules side-by-side. For example, if you want to view the schedule of John Doe and Jane Doe side-by-side, run separate Append processes with the Employee IDs of John Doe and Jane Doe.
The Clear feature ( ) only removes shifts from your virtual workspace in the Visual Scheduler and does not delete shifts from the Working Schedule.

2.3. Selecting Layouts

The Visual Scheduler offers multiple presentations of your shift information. You may select among the default views or customize your own view (see Customizing Layouts).
To change layouts, select a presentation style from the Layout Selector:

Selecting a Layout

2.4. Hiding Layouts

The Visual Scheduler has several pre-defined layouts for you convenience. You may hide those layouts which you do not use by clicking on View > View/Hide Layouts from the menu bar. The View/Hide Layouts screen should appear as shown in the figure below.

Setting the View/Hide Status of Layouts
Select the layouts you want to View or Hide using the View or Hide buttons. To apply your changes click the Save button.

2.5. Resizing View

The Visual Scheduler allows you to dynamically resize your view to increase or decrease the number of shifts being displayed. The location of your horizontal and vertical scale controls are highlighted in the figure below.

Horizontal and Vertical Scale Controls

2.6. Shift Colors

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.

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.

3. Managing Your Working Schedule

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.

3.1. Add a Shift

To Add a Shift:

1. 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

1. 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.

The remaining fields under the General Tab, References or Self-Scheduling are optional.

1. Click OK to confirm your new shift. It should now appear in the shift record area of the Visual Scheduler.

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.

3.2. Update a Shift

To Update a Shift:

1. 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

1. 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.
2. Click OK to save your changes.

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.

3.3. Delete a Shift

To Delete a Shift:

1. 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

1. Click 'Yes' to delete the selected shift. If you delete a shift by mistake, you can reverse the delete by clicking the Undo button ( ).

3.4. Cut/Copy a Shift

To Cut/Copy a Shift:

1. Select a shift and click the Cut button ( ) or Copy button ( ) from the Tool Bar.
2. Select the new cell where you want to past the shift and click the Paste button ( ).

3.5. Undo/Redo Changes

To Undo/Redo Changes, click on the corresponding Undo button ( ) or Redo button ( ) from the Tool Bar.

3.6. Shift Toolbox

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

Using the Shift Toolbox:

1. Set Search Criteria. In the View Tab, define your shift search criteria and click the Refresh or Append buttons from the toolbar. The Refresh feature will clear the record list and display only shifts matching your search criteria. The Append feature will add shifts matching your search criteria to the existing search results.
2. Select Records. From the list of shifts in Select Record(s), select the shifts to which you want to apply the shift tool. You can select shifts using the Select All button or by pressing the [Shift] or [Ctrl] key while selecting shift records.
3. Select Shift Tool. Select the shift tool you want to apply from the Tool Selector.
4. Configure Tool. Specify required fields and information based on the shift tool selected.
5. Synchronize Records. The Visual Scheduler and the record list in the Shift Toolbox will be automatically updated when you apply the selected shift tool. If changes are made directly in the Visual Scheduler, click the Sync button in the toolbar to have the change reflected in the Shift Toolbox record list.

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.

3.6.1. Shift Statistics

The Statistics Tab provides a statistical summary of the number and hours of a group of shifts.

To generate Shift Statistics:

1. In the Shift Toolbox, click the Select All button or highlight the shifts in the Select Record(s) area for which you want to calculate shift statistics.
2. Click the Statistics tab. Shift statistics will be generated for the highlighted shifts.

3.6.2. Copy Shifts

The Shift Toolbox Copy tool allows multiple shifts to be copied and pasted to a date range or specified date.
To use the Copy feature:

1. In the Visual Scheduler, click the Shift Toolbox button ( ).
2. 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.

1. 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.

2. Click the Paste button to start the Copy process. The Visual Scheduler display should now show your newly created shifts.

3.6.3. Replace Shifts

The Shift Toolbox Replace tool allows multiple shifts to be updated at once. Common uses include incrementing shift times, incrementing breaks times, replacing employees and other shift information.
To use the Replace feature:

1. In the Visual Scheduler, click the Shift Toolbox button ( ).
2. In the Shift Toolbox, specify the shifts you want to replace, select the Replace tool from the Tool Selector and click the Configure Tool button. The 'Select Fields To Replace' dialog box should appear.
3. Select the fields you want to replace by clicking their respective checkbox and then specify the new value and/or increment (applicable for date, start time, end time and break fields).
4. Click the Replace button to start the Replace process. The Visual Scheduler should display the shift changes.

3.6.4. Copy/Replace Shifts

The Shift Toolbox Copy/Replace tool combines the Copy and Replace tool into one process. Copy/Replace will update the selected shifts with your specified changes prior to copying the shifts to the specified date or date increment.
To use the Copy/Replace feature:

1. In the Visual Scheduler, click the Shift Toolbox button ( ).
2. In the Shift Toolbox, specify the shifts you want to copy and replace, select the Copy/Replace tool from the Tool Selector and click the Configure Tool button. The 'Select Fields To Replace for New Records' dialog box should appear.
3. Specify the copy date or date increment required.
4. Select the fields you want to replace by clicking their respective checkbox and then specify the new value and/or increment (applicable for date, start time, end time and break fields).
5. Click the Paste button to start the Copy/Replace process. The Visual Scheduler should display the new shifts and changes.

3.6.5. Delete Shifts

The Shift Toolbox Delete tool allows multiple shifts to be deleted at once.
To use the Delete feature:

1. In the Visual Scheduler, click the Shift Toolbox button ( ).
2. In the Shift Toolbox, specify the group of shifts you want to delete, select the Delete tool from the Tool Selector.
3. Click the Delete Selected Records button to start the Delete process. After confirming the delete, the Visual Scheduler should delete the selected shifts from the display.

3.6.6. Schedule Template

The Shift Toolbox Schedule Template allows the shifts selected in the shift toolbox to be saved as a schedule template.
To use the Schedule Template tool in the Shift Toolbox:

1. In the Visual Scheduler, click the Shift Toolbox button ( ).
2. In the Shift Toolbox, specify the group of shifts you want to save as a Schedule Template, select the Schedule Template tool from the Tool Selector.
3. Click the Save As Template button. The Save As Schedule Template dialog box should appear. Then follow the steps under Using Schedule Templates section in this guide.

3.6.7. Multi-Shift Availability

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

If you have different multi-shift availability filtering rules, you may save profiles in the Settings Manager so for fast loading in the future. The Settings Manager allows you to save setting profiles to the database or to an xml file as well as setting your default availability settings. From the Multi-Shift Availability screen, click Data > Settings > Settings Manager from the menu bar.
To run the Multi-Shift Employee Availability tool:

1. In the Visual Scheduler, click the Shift Toolbox button ( ).
2. In the Shift Toolbox, specify the group of shifts you want to search for available employees, select the Multi-Shift Availability option from the Tool Selector.
3. Click the Configure Tool button. The Multi-Shift Employee Availability dialog box should appear.
4. Specify the applicable search Filters and/or user definable employee filter and click the Search button. A list of employees matching your search criteria should appear under Available Employees.
5. Select an employee and click the Add Shift or Update Shift button. The Visual Scheduler display should now show your newly created or updated shifts.

3.7. Using Shift Tags Sets

Shift Tags Sets are flags or classifications that can be attached to shifts so that they can be visually distinguished from other shifts. Shift Tag Sets allow you to customize shift colors and views of your schedule. For example, you can have a Shift Tag Set to distinguish "Indoor and Outdoor Shifts" or "Regular or Premium Shifts".
To Apply a Shift Tag Set:

1. 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.
2. Select the applicable Shift Tag from the pull-down list.
3. Click OK to save your changes.

To View a Schedule by Shift Tag:

1. Select the View Tab and specify the applicable filters for the shifts you want to view. Ensure that the Shift Tag (T) or Shift Tag Set (S) is selected from the Shift Type pull-down list.
2. Start the shift load process by clicking the Refresh button ( ) or the Append button ( ). Refresh clears your current view and loads only the shifts matching your specified filters. The Append function adds shifts to your current view matching your specified filters. The Append function allows you to view specific schedules side-by-side.

Note: To setup Shift Tag Set, go to the eTime Xpress Main screen and click Configuration > Company/Branch > Branch Codes > Branch Shift Tag Sets. Please refer to the Administrator Guide for more information.

3.8. Using Schedule Templates

Schedule Templates allows you to save permanent/recurring schedules as templates that can be loaded into the Visual Scheduler. With Schedule Templates you can save a schedule configuration and re-use it over and over again.
To save all shifts in the Visual Scheduler as a Schedule Template:

1. In the Visual Scheduler, click File > Save As Template. The Save As Schedule Template dialog box should appear as shown in the figure below.

1. Click the Save As New Template button to create a new template or the Replace Selected Template button to replace an existing template. You may click the Shifts tab to preview the shifts that will be saved in the schedule template. Once finished click the Close button ( ).

To save a subset of shifts in the Visual Scheduler as a Schedule Template:

1. In the Visual Scheduler, click the Shift Toolbox button ( ).
2. In the Shift Toolbox, specify the shifts you want to save as a template, select the Schedule Template tool from the Tool Selector and click the Save As Template button. The Save As Schedule Template dialog box should appear.
3. Click the Save As New Template button to create a new template or the Replace Selected Template button to replace an existing template. You may click the Shifts tab to preview the shifts that will be saved in the schedule template. Once finished click the Close button ( ).

To paste a Schedule Template to the Visual Scheduler:

1. In the Visual Scheduler, click Edit > Paste Template. The Paste Schedule Template dialog box should appear as shown in the figure below.

1. 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.

3.9. Building Shift Patterns

The Build Rotation tool creates complex shift patterns based on the On/Off sequence you define.
To build a shift rotation:

1. Select a shift in the Visual Scheduler and click the Build Rotation button ( ) on the Tool Bar. The Build Rotations dialog box should appear.
2. Select either a Weekly or Daily frequency type and define the necessary frequency pattern. The Build Rotations dialog box should change as shown in the figures below.

Weekly Rotation Pattern Daily Rotation Pattern

1. 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.

To edit a shift rotation:

1. In the Visual Scheduler, select a shift that is part of a shift rotation and click the Shift tab.
2. In the Shift Tab, click the ( ) symbol to load all shifts part of the shift rotation into the Shift Toolbox. You can then use any of the Shift Toolbox commands to modify the series of shifts.

3.10. Employee Availability Search

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

If you have different availability filtering rules, you may save profiles in the Settings Manager so for fast loading in the future. The Settings Manager allows you to save setting profiles to the database or to an xml file as well as setting your default availability settings. From the Availability screen, click Data > Settings > Settings Manager from the menu bar.
To run the Employee Availability tool:

1. In the Visual Scheduler, select a shift or an empty cell and click the Availability button ( ) in the Tool Bar. The Availability dialog box should appear with the Shift Details automatically populated - if any shift information is missing, specify the necessary information.
2. Specify the applicable search Filters and/or user definable employee filter and click the Search button. A list of employees matching your search criteria should appear under Available Employees.
3. Select an employee and click the Add Shift or Update Shift button. The Visual Scheduler display should now show your newly created or updated shift.

3.11. Autofill Shifts

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

If you have different autofill filtering rules, you may save profiles in the Settings Manager so for fast loading in the future. The Settings Manager allows you to save setting profiles to the database or to an xml file as well as setting your default autofill settings. From the Autofill screen, click Data > Settings > Settings Manager from the menu bar.
To run the Autofill tool:

1. In the Visual Scheduler, click the Autofill button ( ) on the Tool Bar. The Autofill dialog box should appear.
2. Specify the date range, shift details, Filters and Priority rules and click the OK button. eTime Xpress will attempt to auto-assign Employees to Open shifts over the specified date range matching the shift details, Filters and Priority rules.
3. After the Autofill process is complete, a fill results window will display the number of shifts filled and not filled, if any. If there are Open shifts that could not be filled, click on the Exception Details button in the Autofill dialog box to view and print a report of unfilled Open shifts.

The Exception Details report lists every shift that could not be assigned. There are four errors preventing the Autofill of an Open shift:

3.12. Using Shift Counters

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.

3.12.1. Shift Counter Setup

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

To create a new Shift Counter:

1. Click the Add button ( ) on the Tool Bar. The fields in the Shift Counter Information will become editable as shown in the figure below.

Creating or Editing a Shift Counter

1. 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.
2. Click the Save button ( ) to save your new Shift Counter. The Shift Counter Schedule will be updated as shown in the figure below.

Shift Counter Records
To update a Shift Counter:

1. Select a Shift Counter record and click the Update button ( ) on the Tool Bar. The fields in the Shift Counter Information will become editable.
2. Update your shift counter details as required (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.
3. Click the Save button ( ) to save your new Shift Counter.

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.

1. 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

1. Select either a Weekly or Daily frequency type and define the necessary frequency pattern.
2. 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 3^rd party application, it may be possible to import that information directly into eTime Xpress from a properly formatted .CSV (Comma Separated Value) file.

1. 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.
2. Create the .CSV file containing your Shift Counter information using an export tool found in your 3^rd party application or spreadsheet. Save the resulting .CSV file to a directory that is accessible from eTime Xpress.
3. 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.
4. 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.
5. 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.

3.12.2. Shift Counter Results

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

The Shift Counter Results displays the balance of shifts over or under the required shift count according to the formula:
Shift Counter Results = [# of Shifts – Shift Counter]
In determining the Shift Counter Results, the date, Customer, Site, start time, end time, break and service fields are matched exactly between shifts in the Visual Scheduler and Shift Counter Setup definitions.
To resolve "Under-Booked" Shift Counter Results:

1. Select the "Under-Booked" shift counter.
2. From the menu bar in Shift Counter Results, select Edit > Add > Add Multiple.
3. Specify the Shift Details and Filters as required and click the Search button (note: the Add Multiple tool functions similar to the Availability tool found in the Visual Scheduler).
4. Select the required employees from the Available Employee list and click the Add button. To add an Open shift, click the Add Open button. To remove shifts, click the Remove or Remove All button.
5. Click the Create Shifts button to create the new shifts in the Working Schedule. The Shift Counter Results dialog box should be updated with the new counter results.

To resolve "Over-Booked" Shift Counter Results:
From the Visual Scheduler, delete the unnecessary shifts using the Delete button or the Delete tool found in the Shift Toolbox.

3.13. Using Shift Location

Shift Location allows shifts to be grouped by locations or geographic areas. When used in conjunction with the Location Travel Time validation, the system can check if there is sufficient time left between shifts to accommodate for travel.
To define a location for a shift:

1. 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.

1. 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.

1. Click OK to save your changes.

Note: To configure location codes and location travel time validation, refer to the Administrator Guide – Branch Locations, Message Types and Branch Rules.

3.14. Using Shift References

Shift References are fields that let you add information to a shift record for grouping or identification purposes. In some cases, you may want to define additional shift information not found in the standard fields of eTime Xpress.
To define a Shift Reference:

1. 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.

1. Specify the shift reference information in free form or use the lookup.

1. Click OK to save your changes.

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.

3.15. Slide Show

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.

3.15.1. Setup Slide Show

From the Visual Scheduler, click File > Slide Show > Setup Slide Show.
The following is a list slide show settings that can be configured:

3.15.2. Start Slide Show

From the Visual Scheduler, click File > Slide Show > Start Slide Show to start the auto-scroll process.

3.15.3. Stop Slide Show

From the Visual Scheduler, click File > Slide Show > Stop Slide Show or close the Visual Scheduler to stop the auto-scroll process.

4. Saving Shift Changes

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.

4.1. Save Validations

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:

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:

To change whether a Failed Validation is processed as a Warning or Error:

1. From the Main Menu of eTime Xpress, go to Configuration > Company/Branch > Message Types under the Branch tab. The Message Types screen should appear as shown in the figure below.
2. Double-click on the Message Type you want to update and select Error, Ignore or Warning (click the F5 key to bring up a valid list of entries). Setting a Message Type to Ignore will permanently disable the validation.
3. Click the Close button ( ) to return to the Main Menu.

Setting Branch Message Types

4.2. Validate Changes

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

To resolve failed validations:

1. Specify the type of Failed Validations you want to view using the View Selector.
2. Select a shift from the list of shifts in Shift Information and review the list of Failed Validations.
3. Correct failed validations for shift by clicking the Update button in the toolbar. You will be automatically repositioned to the selected shift in Update mode. You may also append a shift or shifts to the Shift Toolbox for bulk edits by clicking the Append or Append All buttons in the toolbar.
4. To ignore Warnings, double-click on the Failed Validation until "Yes" is displayed under the Ignore column (note: you are not permitted to ignore Errors) or click on the Ignore or Ignore All buttons above the Ignore column.
5. Shift changes with Errors must be corrected using the Update button or discarded using the Reject or Reject All buttons in the toolbar.
6. Click the Save button to re-validate your changes.

Note: To disable a Warning for all changes during a session, click the Global Save Options button in the toolbar - the Global Save Options dialog box should appear. Simply uncheck the Validation you want to disable and click the OK button.
You may also update shifts with Failed Validations directly in Visual Scheduler. In the Visual Scheduler, shifts with Failed Validations will be indicated with a red marker as shown in the figure below.


Red marker indicates a failed validation.
To review the details of a failed validation when navigating in the Visual Scheduler, open the Failed Validation dialog window and a click on a shift denoted with a red marker.

5. Customizing Layouts

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

5.1. Visual Scheduler Objects

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

5.2. Layout Options

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.

5.3. Configuring Data Definitions

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

Use the Add/Remove buttons to select fields and the Up/Dn buttons to reorder the field priorities

5.4. Create Layout

To create a new layout:

1. From the Layout Manager, select an existing layout as a template for the new layout and click the Add Layout button. The controls and settings of the selected layout will be copied to the new layout.
2. Specify a Name and Description for the new layout and click the OK button.
3. Customize the layout as required using the various option tabs and click the Save button. The Test feature only previews layout in the Visual Scheduler and does not save the layout settings.

5.5. Setting Default Layout

To set a default layout:

1. From the Layout Manager, select an existing layout and click the Set As Default Layout button. The select layout will be used the next time you launch the Visual Scheduler.

6. Other Options

The Visual Scheduler provides additional features as outlined below.

6.1. New Scheduler Window

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.

6.2. Printing

The Visual Scheduler prints in the same graphical style as the selected Layout. To print from the Visual Scheduler:

1. 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
2. Resize your view using the Scale Controls, if necessary.
3. Click the Print button ( ).

6.3. Importing and Exporting Shifts

eTime Xpress allows Shifts to be imported from or exported to a .CSV file.
From the menu bar in the Visual Scheduler, click File > Import/Export.
For more information on importing or exporting data from eTime Xpress, see the Global Features Guide.

6.4. Publish Schedule

eTime Xpress provides two real-time schedule publishing options: Voice Xpress (via phone) or Web Xpress (via Internet). Before schedules can be accessed by an employee, you must first set your schedule publishing rules.
To configure your schedule publishing rules:

1. From the Menu bar in the Visual Scheduler, click File > Publish Schedule. The Schedule Publishing dialog box should be shown as in the figure below.
2. Specify your Publish, Confirm and Unconfirm rules as required for your specific Web Xpress or Voice Xpress configuration.
3. Click OK to save your Schedule Publishing rules.

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.

6.5. Email Schedules

eTime Xpress allows you to email schedules to your Employees, Customers or Sites. Schedules can be emailed by clicking Reports > Scheduling > Schedules. The Schedules Report dialog box should appear as shown in the figure below.
Schedules Report Dialog Box
To email schedules:

1. Select Employee, Customer or Site from the View pull-down. Based on your selection, schedules will be sent to the email addresses defined under the Contact tab found in the Employee, Customer and Site Main screens, respectively.
2. Specify the schedule to be sent by defining the applicable settings including style, sort order, notes and other options.
3. Check-on the E-mail option and specify CC and BCC email addresses, if required. Click OK to start emailing schedules.

Note: By default, eTime Xpress attempts to send emails using the Microsoft Outlook account active on your PC. If you wish you sent emails using a SMTP server, you may configure your SMTP settings by going to the Main Menu and clicking Configuration > Company & Branch > Branch E-mail Settings.

6.6. Enable Drag and Drop

The Enable Drag and Drop feature allows you to treat shifts as graphical objects in the Visual Scheduler. Shifts can then be dragged from day to day or created by click-and-dragging on an empty cell.
From the Menu bar in the Visual Scheduler, click Tools > Options > Enable Drag and Drop. The drag and drop feature should be enabled in the Visual Scheduler.
To create Open shifts using drag and drop:

1. Select an empty cell
2. Click the cell and drag as shown in the figure below. The Visual Scheduler should display a new Open shift.

Creating an Open shift using Drag and Drop
To move a shift using Drag and Drop:

1. Select a shift and click and hold.
2. Move the shift to the desired location and release the mouse click as shown in the figure below. The Visual Scheduler should display the moved shift.

Moving a shift using Drag and Drop

6.7. Save Settings

The Visual Scheduler can save your window size/position and Drag and Drop settings after each session.
From the Menu bar in the Visual Scheduler, click Tools > Options > Save Settings. The Save Settings feature should be enabled in the Visual Scheduler.

6.8. Self-Scheduling Shifts

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.

6.8.1. Publishing Open Shifts for Self-Scheduling

By default, Open shifts are not published for self-scheduling unless selected.
To Publish a Single Open Shift for Self-Scheduling:

1. In the Visual Scheduler, click the Add button ( ) on the Tool Bar or select an Open shift and click the Update button ( ) on the Tool Bar. The Add/Update Shift dialog box should appear.
2. Click the Self-Scheduling tab and select Published for Self-Scheduling from the Publish Type pull-down.

Publishing a Shift for Self-Scheduling

1. Specify the Start Date/Time and End Date/Time period you want employees to be able to select the shift for self-scheduling.
2. Click OK to save your changes.

To Publish Multiple Open Shifts for Self-Scheduling:

1. In the Visual Scheduler, click the Shift Toolbox button ( ).
2. In the Shift Toolbox, specify the Open shifts you want to set for Self-Scheduling, select the Replace tool from the Tool Selector and click the Configure Tool button. The 'Select Fields To Replace' dialog box should appear.
3. Click the Self-Scheduling tab and check-off Publish Type.
4. Select Published for Self-Scheduling from the Publish Type pull-down.
5. Specify the Start Date/Time and End Date/Time period you want employees to be able to select the shifts for self-scheduling.
6. Click the Replace button to start the Replace process.

6.8.2. Setting Self-Scheduling Options

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

6.8.3. Configuring Self-Scheduling in Web Xpress

To enable Self-Scheduling in Web Xpress, please review Web Xpress Schedule Publishing and Self-Scheduling Setup in the Web Xpress Administrator Guide.

7. Volunteer (Availability) Schedule

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

7.1. Create Volunteer Types

eTime Xpress allows you to create the Volunteer types applicable to your organization (i.e. shift preferences, extra work, volunteer overtime, on-call lists, spares lists etc.). This allows you to perform precise availability searches when assigning employees to shifts.
To create Volunteer types:
From the eTime Xpress Main screen, click Configuration > Codes Maintenance and select 'Volunteer Codes'.

7.2. Add a Volunteer Record

To add a new Volunteer record:

1. Click the Add button ( ) on the Tool Bar - the Volunteer Information fields should become active as shown in the figure below.

1. 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.
2. Click the Save button ( ) to save your new Volunteer record.

7.3. Update a Volunteer Record

To Update a Volunteer record:

1. Select a Volunteer record and click the Update button ( ) on the Tool Bar – the Volunteer Information fields should become active.
2. Update the day, Customer, Site, start time, end time, break, Service, Volunteer type or Employee. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
3. Click the Save button ( ) to save your changes.

7.4. Delete a Volunteer Record

To Delete a Volunteer record:

1. Select a Volunteer record and click the Delete button ( ) on the Tool Bar - the Confirm Delete dialog box should appear.
2. Click 'Yes' to delete the selected Volunteer record.

7.5. Cut/Copy a Volunteer Record

To Cut/Copy a Volunteer record:

1. Select a Volunteer record and click the Cut button ( ) or Copy button ( ) from the Tool Bar.
2. Select the new cell where you want to paste the Volunteer record and click the Paste button ( ).

7.6. Copy Volunteer Records

To Copy/Paste a Day:

1. Select a day by clicking on a date column header.
2. From the Menu bar, click Edit > Copy > Day.
3. Specify the paste location by clicking on the applicable date column header. The new Volunteer records should appear in the selected 'paste to' date.

To Copy/Paste a Week:

1. Specify the week you want to copy using the date controls in the View Selector.
2. From the Menu bar, click Edit > Copy > Week.
3. Specify the paste location using the date controls to go to the applicable week. The new Volunteer records should appear in the selected 'paste to' week.

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.

1. From the Menu bar, click Edit > Copy/Paste > Range. The Copy/Paste Range dialog box should appear as shown in the figure below.
2. Specify the date range to copy.
3. Specify the applicable Customer, Site, Service and Volunteer type filters.
4. 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.

Note: Exceptions can only occur if the Customer, Site, Service, Volunteer type or Employee is invalid (i.e. Inactive or Void).

Copy/Paste Range for Volunteer Records

7.7. Deleting Volunteer Records

To Delete a Range of Volunteer records:

1. From the Menu bar, click Edit > Delete > Range. The Delete Range dialog box should appear as shown in the figure below.
2. Specify the date range to delete.
3. Specify the applicable Employee, Service, Volunteer type, Customer and Site filters.
4. Click the Search button to view a list of Volunteer records matching the specified dates and filters.
5. Select the records to be deleted using the Select All button or by pressing the [Shift] or [Ctrl] key while selecting shift records.
6. Click the OK button to delete the selected Volunteer records.

Deleting a Range of Volunteer Shifts

7.8. Building Volunteer Record Patterns

The Build Rotation tool creates complex Volunteer record patterns based on the On/Off sequence you define.
To build a record rotation:

1. Select a Volunteer record and click the Build Rotation button ( ) on the Tool Bar. The Build Rotations dialog box should appear.
2. Select either a Weekly or Daily frequency type and define the necessary frequency pattern. The Build Rotations dialog box should change as shown in the figures below.

Weekly Rotation Pattern Daily Rotation Pattern

1. Specify the date range of the record rotation or the desired number of occurrences and click the OK button to build the rotation.

7.9. Entering Volunteer Records via Web Xpress

If you have licensed the Web Xpress Volunteer module, your Employees may submit their availability directly into the Volunteer Schedule over the Internet. eTime Xpress allows you to control the eligible dates when Employees can submit their availability.
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.

8. Time Off Schedule

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

8.1. Create Time Off Types and Statuses

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

To create Time Off types:

1. From the Time Off Codes screen, click the Add button ( ).
2. Specify the Time Off Code, Description and Status (Active).
3. Click the Save button ( ) to save the new Time Off code.

To create Time Off Statuses:

1. From the Menu bar in Time Off Codes screen, click File > Status Setup. The Status Setup screen should appear as shown in the figure below.
2. Click the Add button ( ) and specify the Time Off Status code, Description, Order and Status (Active). The Order field defines the logical sequence which the status should appear. For example, the order fields may be defined as follows: Draft (1), Submitted (2), Pending Review (3), Rejected (4) and Approved (5).
3. Click the Save button ( ) to save the new Time Off Status code.

Creating Time Off Status Codes

eTime Xpress allows you to define which statuses apply to specific Time Off types. Certain Time Off types may have only a single status type (i.e. sick days may always be Approved) where as others may require the full approval process to be followed (i.e. vacation requests).
To assign Time Off statuses to Time Off types:

1. From the Branch Time Off Codes screen, select the applicable Time Off code and click the Add Status button.
2. Specify the Status code, Order and Use Rules value. The Order value will be defaulted to the Order value defined in the Time Off Status Codes screen – you can update this value if required. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.

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'.

8.2. Add a Time Off Record

To add a new Time Off record:

1. From the Time Off Schedule, click the Add button ( ) on the Tool Bar - the Time Off Record Information fields should become active as shown in the figure below.

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.

1. Click the Save button ( ) to save your new Time Off record.

The Debit Amount is the number of hours to be charged against an Employee's Time Off entitlement balance. For example, if an Employee is away on sick leave, the Employee would be unavailable for the entire day (24 hour period) but the Debit Amount would only be up to the standard work day of 8 hours.
Employee Time Off Debit balances are summarized in the Time Off Report under Reports > Employee > Time Off. If you have licensed the Accruals module, you may setup accrual calculations to automatically deduct Time Off Debit balances.

8.3. Update a Time Off Record

To Update a Time Off record:

1. From the Time Off Schedule, select a Time Off record and click the Update button ( ) on the Tool Bar – the Time Off Record Information fields should become active.
2. Update the day, Time Off type, Time Off status, start time, end time, Debit Amount or Employee. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
3. Click the Save button ( ) to save your changes.

8.4. Delete a Time Off Record

To Delete a Time Off record:

1. From the Time Off Schedule, select a Time Off record and click the Delete button ( ) on the Tool Bar - the Confirm Delete dialog box should appear.
2. Click 'Yes' to delete the selected Time Off record.

8.5. Cut/Copy a Time Off Record

To Cut/Copy a Time Off record:

1. From the Time Off Schedule, select a Time Off record and click the Cut button ( ) or Copy button ( ) from the Tool Bar.
2. Select the new cell where you want to paste the Time Off record and click the Paste button ( ).

8.6. Copy Time Off Records

To Copy/Paste a Day:

1. From the Time Off Schedule, select a day by clicking on a date column header.
2. From the Menu bar, click Edit > Copy > Day.
3. Specify the paste location by clicking on the applicable date column header. The new Time Off records should appear in the selected 'paste to' date.

To Copy/Paste a Week:

1. From the Time Off Schedule, specify the week you want to copy using the date controls in the View Selector.
2. From the Menu bar, click Edit > Copy > Week.
3. Specify the paste location using the date controls to go to the applicable week. The new Time Off records should appear in the selected 'paste to' week.

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.

1. 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.
2. Specify the date range to copy.
3. Specify the applicable Time Off type filters.
4. 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.

Copy/Paste Range for Time Off Records

8.7. Deleting Time Off Records

To Delete a Range of Volunteer records:

1. From the Menu bar in the Time Off Schedule, click Edit > Delete > Range. The Delete Range dialog box should appear as shown in the figure below.
2. Specify the date range to delete.
3. Specify the applicable Time Off status, Employee and Time Off Type.
4. Click the Search button to view a list of Time Off records matching the specified dates and filters.
5. Select the records to be deleted using the Select All button or by pressing the [Shift] or [Ctrl] key while selecting shift records.
6. Click the OK button to delete the selected Time Off records.

Deleting a Range of Time Off Records

8.8. Updating Time Off Status

To Update the status of a Time Off record:

1. From the Time Off Schedule, select a Time Off record and click the Update button ( ) on the Tool Bar – the Time Off Record Information fields should become active.
2. Update the Time Off status.
3. Click the Save button ( ) to save your changes.

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.

1. 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.
2. Specify applicable date range and Time Off type filters.
3. Select the status type of the Time Off record to be updated using the 'Set' drop down list.
4. Define the new status type using the 'time off records status to' drop down list.
5. Click the Search button to view a list of Time Off records matching the specified dates and filters.
6. Select the records to be updated using the Select All button or by pressing the [Shift] or [Ctrl] key while selecting shift records.
7. Click the OK button to update the selected Time Off records. Any exceptions can be viewed by clicking the Exception Details button.

Updating the Status of a Range Time Off Records

8.9. Building Time Off Record Patterns

The Build Rotation tool creates complex Time Off record patterns based on the On/Off sequence you define.
To build a record rotation:

1. From the Time Off Schedule, select a Time Off record and click the Build Rotation button ( ) on the Tool Bar. The Build Rotations dialog box should appear.
2. Select either a Weekly or Daily frequency type and define the necessary frequency pattern. The Build Rotations dialog box should change as shown in the figures below.

Weekly Rotation Pattern Daily Rotation Pattern

1. Specify the date range of the record rotation or the desired number of occurrences and click the OK button to build the rotation.

8.10. Entering Time Off Requests

If you have licensed the Time Off module in Voice Xpress, your Employees may submit their Time Off requests over the Internet or telephone respectively. eTime Xpress allows you to control the eligible dates when Employees can submit their Time Off requests.
From the Menu bar in the Time Off Schedule, select File > Time Off Entry Settings. The Time Off Entry Settings dialog box should appear as shown in the figure below.

Time Off Entry Settings
Specify the applicable date range when your Employees may submit their Time Off requests.
Note: Voice Xpress are licensed separately from eTime Xpress and requires additional setup and configuration. If you wish to purchase Voice Xpress, please contact your Celayix Software Sales Representative.

8.11. Approving and Importing Time Off Requests

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

To import Time Off records from Web Xpress:

1. Specify the date range and Time Off request types in the View Selector and click the Refresh button ( ). A list of Time Off requests matching your search criteria should appear.
2. Sort the Time Off request list as required.
3. Select a Time Off request and review its details and notes.
4. To import/post a Time Off request into the Time Off Schedule, select a Time Off request and click the Post button in the Time Off Details tab. The Post Time Off Requests dialog box should appear as shown below.

1. Specify the post status of the Time Off request (i.e. Approved or Rejected) and click the OK button. The Time Off request will be posted to the Time Off Schedule.

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'.

Appendix I – Visual Scheduler Buttons

The following table is a summary of the buttons and commands found in the Visual Scheduler Tool Bar.

Appendix II - Classic Scheduler vs. Visual Scheduler

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.

Appendix III - Employee Search Criteria

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:

Appendix IV – Schedule Layout Manager

The following table is a summary of the presentation controls found in the Schedule Layout Manager of the Visuals Scheduler.