Administrative Support Staff - How to set up an employee's schedule?

Modified on Tue, 24 Dec, 2024 at 10:52 AM

The use of employee schedules has several benefits:

The employee’s schedule is automatically generated when they are absent, reducing the risk of errors (e.g., forgetting to inform the substitute about a bus supervision period).
The time to be paid to the substitute is automatically calculated in the Transactions module. The secretary only needs to validate the information.
The automatic replacement schedule helps implement automatic splitting.

In the My Schedules section, you can configure your own schedules. In the Employee Schedules section, you can configure the schedules of employees at your establishment. The two sections are identical, except for the Employee field, which is automatically filled when an individual creates their own schedule.

Note that an employee can have more than one schedule. If more than one schedule needs to be considered during the same day of absence, the schedules will overlap to accurately reflect all the periods where the employee needs to be replaced. By default, the schedule includes a task called Student Presence, which refers to the times when the employee must be replaced during their absence. It is possible to specify, for each student presence period, the room number where the work must be performed and the group number with whom the work should be done.

Additionally, it is possible to modify the default task and create new ones with different characteristics. For more information on creating tasks, refer to this article: Administrative support staff - How to customize tasks?.

Configuring a schedule for each employee must be done every year. It is not possible to copy it.

Here is a step-by-step guide on how to do it:

In the left-hand menu, click on Administration, then select Schedules. Next, click on New Employee Schedule:

The Show Disabled switch allows you to view your inactive employee schedules. This button can be useful for locating a schedule that was forgotten to be activated.

Fill in the fields of the form.

In the Establishment field, select the establishment where the employee works and for which you want to configure a schedule.
In the Employee field, select the name of the employee for whom you wish to configure a schedule.
In the Schedule field, select the schedule you wish to use to enter the employee's work periods.
In the Position field, select the job held by the employee within the establishment.
Click Save. Once saved, the information cannot be modified, but you can delete the generated schedule if needed.

Once the data is saved, a new menu appears. This menu allows you to specify the times when the employee is working. It also lets you indicate the group number and room number where the work must be performed for each period. There are two ways to do this:

Method 1

1. Enter the relevant information in the Default Room and Default Group fields.

2. In the grid below, click on the cells for the periods to which the information from Step 1 applies.

3. Repeat Steps 1 and 2 for all periods that require different information.

4. The information you enter will populate the general schedule (the last table on the page).

Please note that you can also modify the information directly in the section below the grid.

Method 2

Directly in the grid, click on all the cells of the schedule where the employee is assigned to work.

If desired, you can specify the room number and group number associated with each student presence period. To do this, the information must be entered directly into the schedule, one cell at a time.

Note that it is also possible to delete all the data entered in the grid by clicking on Clear Table.

Don't forget to save by clicking on one of these two icons. Then click on Close.

This is what will be displayed to substitutes in the replacement offers.

Here is a video on creating the employee schedule from the employee view: Video: Employee - How to add my employee schedule?.