Administrative Support Staff - How to set up a master schedule?

Modified on Tue, 24 Dec, 2024 at 10:49 AM

After creating a calendar for an establishment, it is possible to configure one or more schedules. Note that each schedule must be associated with a calendar.

Select the Schedules and Calendars module, then choose the Calendars option. Next, select the establishment of your choice, and click on the pencil icon of the calendar for which you want to configure the master schedule.

After configuring a master schedule, the option to delete the calendar using the trash can icon will no longer be available.

Select the Schedules section, then click on New Schedule.

Define a name for the master schedule as well as the start time.

Check the Active box to indicate to the system that it should consider the schedules created.

In the Name field, we recommend indicating the name of the establishment as well as the teaching order or profile.
Example: Établissement Scolago – Support
Example: Établissement Scolago - IB Program

Define the type of schedule used by the establishment. Is it a schedule based on a cycle, or is it a weekly schedule? Is it a schedule for planning days (often used for daycare services)?

If you choose the Cycle option, the Number of Days field will need to be filled in. Indicate how many days the cycle lasts. The Weekly and Planning options do not require this field, and it will disappear.

To proceed to the next step, click on Save. To reduce the risk of errors, a validation window will open. If all the information you entered is correct, click on Confirm.

Caution, it is important to verify because there is no going back once you confirm!

Saving gives you access to the menu called Period.

Here are the steps to add a period:

In the Rank field, enter numbers to determine the rank of the periods you are adding. We recommend entering numbers in increments of 5 to make future modifications easier.
In the Name field, enter the name of the period. Be sure to include all periods (bells), such as: bus duty, movement, period 1, breaks, recess, lunch, etc.
In the Duration field, enter the duration of the period in minutes. Be precise!
Check the Exclude from absence duration option if you want to exclude this period from the time calculated for employee absences in the Transactions module.
When you have filled out all the required fields, click on +Add to add the period to the master schedule.

If there's an error, click on the pencil icon: everything can be modified except the rank. After making corrections, click on the diskette icon on the right to save.

When all your periods have been entered, your master schedule could look like this:

A second menu called Specific Day is available if you are using a weekly schedule or a cycle schedule.

If needed, here are the steps to add a specific day:

Click on the Date field and choose the date on which you want to manually change the standard day.
Select the type of day that should occur on the date you’ve specified.
Click on +Add.

For more details on specific days, refer to this article: Administrative Support Staff - How to add a specific day to the calendar?.

Once the schedule is configured, save everything by clicking on one of these two icons:

To validate that the schedule you created aligns with your calendar, click on the calendar icon (available in two different locations):

You will then have access to your calendar, including the schedule you configured. The calendar displays professional development days, holidays, specific days, weekends, and the progression of days according to the type of schedule (cycle, weekly, or planning).