Clicking on the 'admin' cog next to your company name on the top toolbar will take you into the 'System Settings' for your scheduling system. There are a lot of changes that can be made from here. This article will help you navigate through the system settings to better understand just how customizable the system is.
First, you'll need to click on the 'admin' cog.
Dependent on the user's privileges, you'll be able to see the options of what can be changed on the left-hand side. For this article, we will be focusing on the admin level user with all permissions on. You can see their menu below.
Each module has a box next to it, indicating whether or not this feature is turned on or not. Remember that after you turn on and off a module, you'll need to save your options or they won't be changed. The green save options button is found in the upper right hand corner.
For more information on the specific modules, check out their articles.
Here is where you can set up all the background work for your CallBack system. Remember, if a box has a (?) next to it, you can hover over the mark to read more about what the box will do.
Here is where you set your CallBack deadlines, wait times, call periods, auto-accept, and more. The candidate method is turned on or off here as well. You can also include employees who are already on time off by specific time off time.
This will allow you to choose how notifications go out for the specific CallBacks. You can choose how the CallBack notifications appear on the CrewScheduler as well as what is included in the notification. This is also where you would turn on the 'Do Not Disturb' feature to allow employees to not be notified for CallBacks during a time-frame which they set.
Here you can turn on the Force Hire module, can modify your hours based list rules if this applies to your organization and if you allow other users to see everyone else's rank on the list.
This is where you can decide what is seen on the history logs by your end users.
This is where you can enable the Force Hire List module. You will also add work types for your force hired employees here and set time off types to exclude from force hire.
Default Form Values
This is where you set your system's default times and other values.
You can set the default shift time on all CallBacks. This is the time that will automatically show up unless the person sending out the CallBack changes it to something else.
This is where you set the default times for all time off requests.
This is the default time that will show trades up on.
When an employee enters in their availability, this is the default time that will be displayed unless changed.
This is the time in which payroll will be accounted for each day. So if you choose 1/2-1/6, it will show from 8 am on 1/2 until 8 am on 1/6 unless changed.
This is where you can select your settings for time off requests and such.
Here you can choose if you want the user to be able to select who approves their time off OR if the request goes to the admin user who is on duty. You can create pairs for all users, setting them with a certain person who approves their request. You can also have the system send the request to another admin if it isn't addressed within a certain time frame.
This is where you can set up the time off type used by the absence module. You can also set it up to determine how long they can call in prior to the shift starts. So if you require employees to give you 2 hours notice before the 7 am shift starts and they call in at 5:15, they would be denied in the automated system and would have to call into the on duty admin for that shift.
Here is where you can edit some of the miscellaneous settings. You can choose to apply color coding to the CrewScheduler, show multi-day events only on the first day of the event, to only allow the approving users to see the time off requests sent to them, let users delete their own approved time offs, let users swap their time-offs or when time off is deducted. You can also set concurrent time off rules dependent on type. You can only set this for one limit, but multiple types. So if you wanted to limit it to one person off per day for everything but sick leave and admin leave, you could set that. But you can't have multiple concurrent days off settings in this field.
You can set up and customize the TradeBoard under this tab. From here, you can make it so only people on the same list can trade with one another, to only allow direct trades between two specific employees, require that the trades either be approved before or after going to the other user and set a color for designed for trades only. You can also set up how the trade is approved, much like approving time off requests. Finally, you can set up how the trades will appear in the CrewScheduler.
Here is where you can customize the look and rules of your CrewScheduler and Calendars. There is a lot that can be changed under this tab.
If you limit the maximum consecutive hours that can be worked, you can set that limit here. You can also set the number of hours an employee is required to be off. You can allow concurrent time off, whether or not you want the employee removed from the CrewScheduler when they are off, if you want events displayed in the CrewScheduler and what views you want to default to when you look at the monthly view. You can set global work limits, set your break requirements, and minor Assistant changes when it comes to qualifiers.
Here is where you can create you employee labels and customize the colors in which they appear on the CrewScheduler.
Here is where you set up your assignment labels and their colors.
If your system has specific rules for FLSA and hours limits, you can set this up here.
Custom Monthly Calendars
If you want to create specific, reoccurring calendars, you can do it here.
Here is where you set up the basics of your strike team. Build your blueprint, set your work type codes, choose where the assignment shows up on the CrewScheduler and name the assignment assigned to the strike team.
If you use a unique rotation, varying in days and nights, you can build that rotation here to be used in the CrewScheduler as need.
Our product is very visual, so this where you'll add cues to color cycles you might use.
If you have a preferred rotation rule that you want to assign, this is where you can choose as many or as few as you like to simplify your system.
You can set default work limits that will trigger Fatigue Warnings.
Project codes can be placed within assignments that employees are working. This is a great tool to utilize if an employee is working a specific project and needs the time to be tracked while at that project. Project codes can be exported for payroll.
Work Types/ Codes
Work Types are an important part of the system for timekeeping and hours tracking. Here is where you would build the work codes needed, the sub-classes associated with those codes, if they count towards the weekly or monthly limits, if you want to include those hours in the CallBack ranking or not, if the hours are tradable and what the multiplier is for the pay rate.
Time Off Types/ Codes
Time off codes are just as important as work types. Here is where you can build as many time off codes as you require, create a buffer require to submit the requests, limit the number of days off a user can request of that time, if you can request it and if you want it to be exported as hours worked.
Here is where you set up supervisor pairs for employees to route requests to. Supervisor pairs will trump all other time off or trade routing settings.
Here is where you set up how your employees set their availability. The system default is to have employees set their unavailability verses their availability, but if you'd like to switch it, you can do that here. Remember, if you do this, the system will only send out CallBacks to those who set themselves as available, which will limit the number of people contacted. You can also require that people give a reason as to why they aren't available.
Pay Period Settings
This is where you set up the pay period. There are various options, all dependent on what your system uses. You can also set the what time you start the day. For example, if everyone's start time is 7 am, the system will default most opening to that time.
Any setting that does not appear to fall into the categories above will end up here. You can set the default way that the date appears, as well as the default on your time format. You can choose if your time clock rounds up or down, if you allow employees to be able to change their contact information, how multi-day events appear in personnel calendars and when the work week starts. You can also choose the 4 letter identifier your organization would use.
You can set up to have reports auto exported to an FTP or to a dropbox, as needed.
You can customize the layout and ordering of the CSV payroll report. This is useful for generating CSV exports to then import into third party systems. By customizing the column ordering and data, you can get the scheduling CSV export to match the other system requirements.
This is where you'd find our third-party integrations. We have an open API which can be utilized by those who know how to use them!
Here you can enable and disable automatic reminders sent from the system. You can set the system to automatically send a shift reminder to your employees x amount of hours before the start of their work shift.