Summary

To ensure smooth operations, it is essential for every business to possess some form of scheduling method for their shifts. Payboy has designed a user-friendly and powerful rostering system for its users.

More specifically, our scheduling system will be able to:

  • Improve the company’s efficiency in terms of allocating manpower effectively
  • Ease the process of selecting preferable shifts by the employees

How to schedule a new shift

  • Head to Employees > Schedule Shifts on the side menu.
  • Click the Add Shift button or click on the prompt shown on the screen
  • Enter the Name of shift. (e.g. Part-time Surveyor)
  • Input the Number of employees to fill shift 
  • Select the Outlet from the drop-down list.(Note: You can still add the Branch after saving the shift. Branch also refers to location) 
  • Select the Positions allowed for schedule (Note: This will be based on the Positions available in the company, go to Department (or positions) for more information)
  • Select Employee Tags Required for Schedule, if  any
  • Select the Date of this shift , Enter the Start time and End time.
  • Select the Recurring schedule, if necessary. It can be set to repeat daily, weekly, month or yearly
  • Select the End date for the recurring schedule. If left blank, the schedule will run indefinitely
  • Click the Save button at the bottom-right corner to schedule this shift

Important notes:

  • Scheduled shifts are not visible on the employee dashboard yet. You have to publish it in order for them to bid for the scheduled shifts.
  • Take a closer look on the scenarios written below

Scenario 1A

Scenario 1A depicts the time when you are scheduling a new part-time shift which needs 2 people and this shift will be held for 5 working days (Monday to Friday).

  1. Follow the guide above
  2. Add the following records accordingly

Name of shift: Surveyor
Number of employees required to fill shift: 2
Branch (or location): Clarke Quay MRT Station
Positions or roles for the shift: (Whichever you decide)
Date: 27 Jan 2017 (or any other date, a week ahead)
Start time: 09:00AM
End time: 03:00PM

Select Set schedule… for the Recurring schedule. Follow the records below, and click OK once you are done.

Frequency: Daily
Every _1_ day(s)
Summary: Daily (auto update)

  1. Click on Do recurrence until, select 31 Jan 2017 (or 3 days after the date you have selected).
  2. Click Save to schedule this new shift. The boxes with the Name of shift will appear on the Calendar below its date.

Scenario 1B

Scenario 1B is almost the same as 1A, except that the recurrence takes place on the alternate days of Monday to Friday.

  • Follow the guide on how to schedule a new shift 
  • Click on Recurring schedule, a drop-down list will appear. 
  • Select Custom schedule…. And change the details to the following:

Frequency: Daily
Every _2_ day(s)
Summary: Every 2 days (auto update)

  • Click OK once you are done.
  • Click Save. The shift will appear at the calendar on the alternate day which are Monday, Wednesday, and Friday.

Scenario 2A

Scenario 2A depicts a scenario where an employee will only work once per week.

  1. Follow the above guide on how to schedule a new shift.
  2. Add the following records accordingly:

Name of shift: Service Crew
Number of employees required to fill shift: 1
Branch (or location): Clementi Payboy Cafe
Positions or roles for the shift: Service Crew (Demo Organisation – Service Crew)
Date: 4 Jan 2017 (or any other date, a week ahead)
Start time: 10:00AM
End time:
06:00PM

Select Set schedule… for the Recurring schedule. Follow the records below, and click OK once you are done.

Frequency: Weekly
Every _1_ week(s) on: S | M | T | W | T | F | S (select Tuesday)
Summary: Weekly on Tuesdays (auto update )

Click on Do recurrence until, select 31 Jul 2018 (or end of the month).

Click Save to schedule this new shift. The shift will appear at the bottom of the calendar. 

How to publish the scheduled shift to employees

As mentioned previously, the administrator has to publish the scheduled shifts before the allocated employees are able to see it on their interfaces. 

  • Select the day and locate the shift that you are looking for at the bottom of the calendar.
  • Click the Green Arrow button which is located on the bottom-right hand corner of the shift.
  • Once clicked a you will see Shift Published in green. Also, Acknowledge and Scheduled will appear in the shifts.      

How to unpublish the published shifts

In case the administrator makes an error and publishes an incorrect lift, here are the ways he or she can rectify the oversight. 

A. Individual shift of the day

  • Head to Employees > Schedule Shifts on the side menu.
  • Click on the Red Cancelled Arrow from one of the published shifts, found at the bottom of the page
  • A warning message will appear. Click OK to unpublish the shift. (Note: The unpublished shift will not have the wording Acknowledge and Scheduled anymore)

How to allocate employees into the published shifts

There are 2 ways to add the manpower into the published shifts:

  1. Employee bids for the shifts through his/her dashboard by clicking on the published shift according to their availability
  2. Administrator allocates different groups of employees into the shifts based on their position.

For this article, we will be focusing on the role of the administrator.

  • Click on Modify Shift on a particular shift of the day, an Edit Shift window will appear.(e.g. 15 May shift)
  • Click on Positions allowed for schedule and select the positions from the drop-down list.
  • Click Save and the changes will be made. This can be seen from the Positions Needed column.

How to finalize shifts

Once your employees have bid for the published and the shifts have turned green (as mention in the section above), these shifts are ready to be finalized.

Finalize shift individually
Do note that this will only be possible after employees are assigned to the published shift.

  • Click on a particular shift with a filled scheduling section (e.g. Scheduled [3/3])
  • Click The Confirm & Email Roster To Employees button
  • The notification Shift Rosters Confirmed will appear at the top-right hand corner in green
  • On the calendar the Slots Filled will change from 0 to according to what has been finalized. 

Important note: Once the shift is finalized, you will not  be able to change any details of that shift. However, you can change it by clicking on the unpublish shift button and then proceeding to modify it.

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