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Sparkrock

Schedule Setup Configuration

You will use Schedule Setup to define the major business rules and communication settings for Employee Scheduling. These settings are applied company-wide, that is, they affect all schedule units.

Access

To access Schedule Setup, search for it in the Search field in the application. The Schedule Setup card displays.

Schedule_Setup_906.png

Set up the system according to the following:

General

Seniority settings

  1. Schedule Selection Sort - select the option for how you want employees sorted when filling a shift.
    • Seniority Date - select this option if you want employees listed in order of earliest seniority date first.
    • Seniority Hours - select this option if you want employees listed in order of who has the most seniority hours first. See Viewing Employee Card - Seniority Hours

Errors or warnings

Schedule

  1. Publish Validation Level - Select the option for error/warning tolerance that you allow for publishing of shifts.
    • All Allowed - This option allows shift to be published even if they have errors and warnings that have not yet been resolved. 
    • Validated & Warnings Allowed - This option allows shifts to be published if they are validated and are OK or have warnings, but not if they have errors.
    • Validated Allowed - This option permits shifts to be published only if they are validated without warnings or errors.
      Note: This feature can cause problems with Employee Center if the Publish Validation Level is not set to All Allowed. This prevents incomplete position shifts, including those created in Employee Center, from being published. If you see uneditable shifts in Employee Center after creating a new shift, and the shift status is Open, this is most likely the problem.
  2. Disable Availability ErrorSelect this check box to turn off the related warnings.
  3. Disable Overlapping Error - Select this check box to turn off the warnings for overlapping shifts for the same employee. This warns the user if an employee is scheduled in two places at the same time.

Maximum hours

  1. Pay Period Max Hours Warning - Enter the total hours for an employee at which you want the system to warn schedulers for the pay period. Typically, this may trigger overtime. For bi-weekly pay periods this may be 76 or 80 hours, depending on your jurisdiction. 
  2. Rest Hours Warning - Enter the minimum hours required as rest time between shifts. If a single employee is scheduled in two shifts with less than this amount of time in between, it will generate a warning. 
  3. Daily Max Hours Warning - Enter the total hours for an employee at which you want the system to warn schedulers for the day. Typically, this may trigger overtime. 
  4. Weekly Max Hours Warning - Enter the total hours for an employee at which you want the system to warn schedulers for the week. Typically, this may trigger overtime.
    NOTE: The week calculations are from Sunday to Saturday. 
  5. Consecutive Days Warning - Enter the number of consecutive working days at which you want the system to trigger the consecutive days warning.
  6. Max Warn. Exc. Pay Ctrl. Group - Select the Payroll Control Group that contains the type of hours to be excluded from the warnings. These are typically sleep time, vacation time, or sick time.
    Note: When calculating rest requirements for overnight shifts based on the settings in the Schedule Setup for pay period and daily and weekly maximum hours, the calculation takes into account time scheduled per date. The portion of the overnight shift before midnight is counted toward the first day, while the portion of the overnight shift after midnight is counted towards the second day. 

Shift notifications

  1. In the Shift Notifications fast tab enter the text of the standard messages to appear in the emails that will be exchanged in the process of schedule booking between the employees and the schedule administrators and supervisors.

Administration email

  1. Email From Name – Enter the name you wish to appear as the sender of the email. Typically, this is something generic like your company name and "Scheduler". E.g. "Cronus Scheduler". 
  2. Email From Address – Enter the email address that should appear as the sender of the messages.  E.g. "Scheduling@sparkrock.com"
    Note: If the Email From Address is different from the User ID on the SMTP Mail Setup card, then some extra permissions will need to be configured in your email system. The email address specified in Email From Address will need to grant 'Send As' and/or 'Send on Behalf' permissions to the SMTP Mail Setup User ID, making the latter a delegate. This step is not required if both email addresses are the same.

Shift offer

Shift offer emails are sent to employees when the Offer Shift feature is used either from the Schedule page in NAV or by the Unit Supervisor online.

  1. Offer Template Name – Browse to and attach the HTML file that contains the Shift Offer template.
    Sparkrock provides a sample template which you can download: Offer.html (right-click to download).

    Note: Scheduling email templates are HTML files which can be customized in any standard editor. Once you upload them to the Schedule Setup page, they are stored in the product database. To make changes to the template, upload a new version to the Schedule Setup page. At this time, it is not possible to retrieve the uploaded templates from the database.

  2. Shift Offer Text – Enter the text to include in the message sent when a shift is offered to an employee. This is typically something like:
    You have been offered the shift below. Please click on the link below to review the details. You can accept the offer on the linked Employee Center page. Shifts not accepted within 4 hours may be offered to additional staff.

Shift confirmation

Shift Confirmation emails are sent to employees when an offer or bid has been accepted in the Employee Center. It is also used when the “Send Single Confirmation” is used from the Schedule.

  1. Shift Conf. Template Name – Browse to and attach the HTML file that contains the Confirmation template.
    Sparkrock provides a sample template which you can download: Confirmation.html (right-click to download)

    Note: Scheduling email templates are HTML files which can be customized in any standard editor. Once you upload them to the Schedule Setup page, they are stored in the product database. To make changes to the template, upload a new version to the Schedule Setup page. At this time, it is not possible to retrieve the uploaded templates from the database.

  2. Shift Confirmation Text – Enter the text to include in the message sent when a shift is assigned to an employee based on a bid or offer. This is typically something like:
    You have been confirmed for the shift below. Should you have any questions or concerns, please contact your supervisor.

Shift unavailable

Shift unavailable emails are sent to employees when a shift which they have been offered or have bid for is assigned to a different employee. All unsuccessful bidders or offers receive this message so that they know the shift was awarded to someone else.

  1. Shift Unavail. Template Name – Browse to and attach the HTML file that contains the Unavailable template.
    Sparkrock provides a sample template which you can download: Unavailable.html (right-click to download)

    Note: Scheduling email templates are HTML files which can be customized in any standard editor. Once you upload them to the Schedule Setup page, they are stored in the product database. To make changes to the template, upload a new version to the Schedule Setup page. At this time, it is not possible to retrieve the uploaded templates from the database.

  2. Shift Unavailable Text – Enter the text to include in the message sent when a shift has been assigned to a different employee. This is typically something like:
    The shift is no longer available. Should you have any questions or concerns, please contact your supervisor.

Shift bid notice

Bid Notice emails are sent to unit supervisors only if their Schedule Unit Employee record is configured to send them bid notices. Bid Notice emails are generated whenever an employee bids on a shift. The email includes a link which allows the unit supervisor to review any and all bids that have been registered for their unit.

  1. Shift Bid Notice Template Name – Browse to and attach the HTML file that contains the Bid Notice template.
    Sparkrock provides a sample template which you can download: Bid Notice.html (right-click to download)

    Note: Scheduling email templates are HTML files which can be customized in any standard editor. Once you upload them to the Schedule Setup page, they are stored in the product database. To make changes to the template, upload a new version to the Schedule Setup page. At this time, it is not possible to retrieve the uploaded templates from the database.

  2. Shift Bid Notice Text – Enter the text to include in the message sent to unit supervisors when an employee bids on a shift in the unit. This is typically something like:
    A bid was recently placed on this shift.

Shift trading

Shift Trade emails are generated at various stages of the Shift Trade transaction process. The email includes a link which allows the employee or unit supervisor to review the trade transaction and to take appropriate actions.
Note: You must have the Shift Trading add-on to use this feature.

  1. Shift Trade Template Name – Browse to and attach the HTML file that contains the Trade template.
    Sparkrock provides a sample template which you can download: Proposal.html (right-click to download)

    Note: Scheduling email templates are HTML files which can be customized in any standard editor. Once you upload them to the Schedule Setup page, they are stored in the product database. To make changes to the template, upload a new version to the Schedule Setup page. At this time, it is not possible to retrieve the uploaded templates from the database.

Reminders

The system can be configured to send out emails to remind staff to confirm their shifts worked and to supervisors to approve schedules for their units at the end of the pay cycle.   Configure the content of these email messages with the settings below:

  1. Approval Reminder Text – Enter the text to be included in the email sent for the reminder to the supervisor to approve timesheets.   This is typically something like:
    Please approve timesheets for your unit.  These are due within 3 days of receiving this message and are required for staff in our unit to be paid.
  2. Confirmation Reminder Text - Enter the text to be included in the email sent for the reminder to the employee to confirm their shifts worked. This is typically something like:
    Please confirm the shifts worked for this period.  These are due within 3 days of receiving this message.

Schedule unit defaults

These defaults provide initial settings for new units.

  • Area Code - Select a default area if you want one specific area to be the default for new units. For more details, see Setting up Areas.
  • Pay Cycle Code determines the Pay Cycles for this unit.

Offer Acceptance Type controls what happens when an employee accepts an offer to work a shift.

  • The default selection, Automatic, fills the shift in response to an acceptance. When this option is selected, the first person to respond is awarded the shift and all others who have been offered the shift receive the Unavailable shift notice without the intervention of a supervisor.
  • The As Bid selection converts acceptance of an offer into a bid. A Unit Supervisor can review the bids and select one employee to fill the shift. Choose this option if your unit supervisors will offer many shifts at once, and need to balance the schedule so that the first employee to respond does not take too many of the offered shifts.

Shift Change Date Tolerance controls the range in which a shift can be adjusted. This change can be made directly by Unit Supervisors when editing a shift, or can be requested by non-supervisors when submitting a change request. This setting applies to both employee types equally — you cannot have one setting for Unit Supervisors and another for employees.

  • The default selection, None, prevents changing the date on a shift. 
  • The Current Week selection allows a change to be made or requested for the date of the shift within the current week, starting Sunday and ending Saturday.
  • The Current Pay Cycle selection allows a change to be made or requested for the date of the shift within the current pay cycle, which is determined by the pay cycle start and end dates.

These settings appear on the Web Apps Settings fast tab of the Schedule Unit card, and also on the Schedule Unit Defaults fast tab of the Schedule Setup card.

  1. Select the Allow Shift Bids check box to permit unit employees to bid on available shifts in this unit. When this check box is cleared, the bid action will not be available within the unit.
  2. Select the Allow Shift Trades check box to permit unit employees to request trades for shifts within this unit.
    • When this check box is cleared, trade actions will not be available within the unit.
    • When Allow Shift Trades is selected, the Open Trading Period (Days) sets the outer bound on how far in the future a shift can be eligible to be included in a trade transaction. A good practice is to set this to one or two pay cycles. 
      Note: The earliest date for a shift to participate in a trade transaction is one day past the current day (today). This is not configurable.
  3. Employees have view-only access to the unit schedule page for their units, if this page has been made available to them. Select the Show Employee Names on Schedule check box to permit employees who view the unit schedule to see the names of other employees alongside their assigned shifts. This setting also shows employee names on the Shift Detail page for any filled shift. If this check box is cleared for a unit, only the position is displayed on the Unit Schedule, and the employee name will be blank on the Shift Detail page (although when employees view their own shift details, they will always see their own name).
    Note: Unit supervisors can always see Employee Names, in order to manage the unit.
  4. Select the Show Employee Contact on Schedule check box to permit employees to view contact information for other employees, such as email address and phone numbers, on the shift detail page for a shift filled by another employee.
  5. Set HR Base Calendar to enable the Calendar views of Unit Schedule and My Schedule to highlight non-working days.
  6. Set the Lunch Deduction Threshold to set the duration beyond which an unpaid employee lunch will be automatically deducted. The duration of the lunch period is specified on a per unit basis.

Time Clocking

This feature is under development, more details will be provided in an upcoming release.

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