CrewSense Knowledge Base

            Placing Employees Off Duty

            As we learned in the Time Off Request section, the CrewSense system has a great built in time off / leave management system. Any approved time off requests will automatically be placed on both the Time Off Calendar, as well as the Crew Scheduler.

            If an employee is also highlighted in red color, and an asterix * is placed near their name, the CrewSense system recognized that this employee was scheduled to be at work this day, as a part of the assignment 'Station 2'. Once the time off request was approved for this day, it found that this would cause a 'conflict' and highlighted his name, as well as changed the staffing level to 0/3 for that day. This is useful for managers to quickly see where they are short on employees and schedule accordingly.


            You can enable an option to completely remove this employee from the assignment during the time period he is off; by clicking the gear fob icon in the top menu bar -> 'Crew Scheduler' -> 'Remove employees from assignment while on time off'

            This is great... but how do we do it manually (not using a Time off Request?)

            If, in the event you need to place an employee as 'Off Duty', but the employee has not or is unable to submit a Time Off Request - you can still place them as "Off duty" very easily. This would be in the event an employee becomes ill while at work, or otherwise has to leave suddenly.

            To do this, simply click the + Add button in the Employees Off Duty area of the Crew Scheduler. A pop-up will appear.

            Select the employee you want to place off duty, indicated the Time-off Type, the time the employee left (in this case, he went home at 4:15 PM until 10:30 PM). Click the Add Record button, and now you'll notice on the Crew Scheduler that employee has been added to the Off Duty area, and his name is highlighted indicated he is not working the entire assignment.

            Placing employees off duty for extended time

            If you want to place employees off duty for an extended period of time, it is easiest to do this using a recurring time off entry. You do not want to just place the employee with a time off entry of Jan 1 - Jan 30....since that would be hundreds of hours long!

            Instead, simply create a time off entry, and make it recur on the user's normal schedule rotation.  So, if you have an employee who works a 2 day on 4 day off rotation, you would create a time off entry using that same 2 day on 4 day off rotation. That way they will only be scheduled 'off' during the time they would normally be scheduled on.


            If you drag and drop an employee from an assignment into the employees off duty area; it will remove them from the entire length of the original shift. If you only want them to be off partially, simply click "+ Add" in the employees off duty section, enter their name, select work type, and indicate the amount of time they are off. It will then 'partial shift' them in the assignment for the time they are actually working.

            The GIF below illustrates how to place someone on time-off for an entire shift. 

            The GIF below illustrates how to place someone on time-off for a partial part of their shift. 

            When placing someone on time-off for a partial amount of their shift, it will then create an open slot for the remaining time left for that shift. As seen above.

            When looking at the CrewScheduler under 'Employee's Off', you will notice a green number on the top right corner. When hovered over, you will see a break down of all the Time-Off Types being used on a given day. 

            Updated: 06/2019

            Updated: 02 Jul 2019 03:36 AM
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