How to Create Schedules

Before we Start:- The below prerequisites should be fulfilled before creating the schedules.

• Employee Info: – To ensure that schedules are properly communicated, the employee’s contact information (email address, mobile number) should be updated

• Worksites: – The worksite should be created to ensure multiple team scheduling across different job sites. And the employees should be assigned to their respective sites. 

• Job Codes: – Defining and assigning job codes to appropriate employees is necessary if you’re going to schedule people according to their job codes. 

• Departments: – Employees must be assigned to their respective departments in order to differentiate and schedule employees. Departments are automatically synced from BambooHR in the case of integration.

• Groups: Employees in a hierarchical organizational structure can be divided into groups based on their skill set and function, with each employee reporting to single/multiple supervisors. For specified and mass-level schedules, groups should be formed.

• Shifts: – To save time, predefined shift templates can be used to create schedules. The predefined templates can perform break calculations and imply shift logic automatically.Here is the navigation to create shifts

Dashboard > Settings > Shift

How to Create Different Levels of Schedules

The Schedules can be created and filtered based on the categorization of employees. The different levels of schedules are as follows.

Employee Level Assignment:- To assign a schedule to each employee individually, select the date for which the schedule is needed and click “+” in an empty cell in the scheduling calendar.

Choose a predefined shift template or assign a time for a shift in the case of free-floating schedules, and then select the Site, department, Job code and the number of days for which you want the schedule to be repeated.

Mass Level Assignment:- The schedules can be assigned on a mass level based on predefined employee groups, departments, or sites. To assign a schedule on a mass level, click on the + icon on the scheduling calendar, select the shift, or select a time frame in case of a free-floating shift, Site, department, Job code, and the number of days for which the schedule should be repeated.

What are the Different Types of Shift Schedules?

NextGen provides a comprehensive scheduling tool that allows you to create and publish schedules in two ways.

Template Based Shift Scheduling – In template based shift scheduling the shift template and logic defined in shift will be base line for punches and the system will inclined with shift definition.

Free Flow Scheduling :- The free flow scheduling by selecting the free flow time frame while scheduling is used to notify the employee and schedule the team without regard to any scheduling logic.

How To Publish Schedules?

Once the schedules have been created, they must be published in order for proper communication. Once published, the employee will receive an email notification or a link to sync it with Google / other calendars.

How to filter Schedules

There are multiple methods for filtering schedules. The first is based on schedule assignments, which is a Schedule filter, and the second is filtering employees based on departments, sites, and groups.

Employee Filter