Work schedule (new interface)

Table of Contents:

1. Adding a Work Schedule
2. Deleting a Work Schedule
3. Copying a Work Schedule to Another Employee

Altegio introduces an updated user-friendly interface for setting staff work schedules, making the process of creating or modifying schedules for employees more efficient and streamlined with its flexible options and bulk editing capabilities.

 

There are several methods for assigning schedules to employees, including:
• Through the "Settings" > "Main Settings" > "Work Schedule (new)" section (new version)
• Through the "Settings" > "Main Settings" > "Staff" section
• Through the Appointment Calendar
• Through the Altegio Mobile App
• Through the "Settings" > "Main Settings" > "Work Schedule" section (old version)

In this article, we will focus on the first method of setting up a staff work schedule in the new interface.

 

1. Adding a Work Schedule

1. Go to "Settings" > "Main settings" > "Work Schedule” (new) section.

 

2. To create a schedule, choose the "Addition" action. Specify the necessary filters for a specific employee or several employees or reset the filters using the "Reset" button. The "Reset" button will clear the filters to their default values which are – Addition - One-day period - Workday - Working hours from 9:00 AM to 10:00 PM.

Additionally, it is possible to filter employees based on their position.

 

Choose your preferred schedule pattern:

By days: you can set the schedule for a single day, 1 week, 2 weeks, 3 weeks, and so on, with a maximum of 30 weeks.

 

By shift: establish a shift schedule, such as 2/2 or 5/2, and determine the number of weeks, with a range of options from 1 to 30 weeks. Note that the total number of days cannot surpass 365, and the system will prevent you from entering a higher number.

 

By weekdays: choose the desired number of weeks, ranging from 1 to 30, and mark the specific weekdays you wish to include.

 

4. Choose a schedule type:

• Workday
• Sick day
• Vacation
• Unpaid day off
• Missed day
• Paid day off

Non-working days do not require the selection of the "Working time" filter. The other schedule types are for non-working days.

In a custom schedule, the color of the selected schedule type will match the color chosen during customization.

 

If the provided non-working day schedule types are not suitable, you have the option to create your own. These can be added and configured in the "Days off types" section under "Staff" in the chain interface.

 

Define the working hours. If desired, add a break by clicking on the "Add break" option. The breaks you add will be displayed in the schedule cells as orange dots. Regardless of the number of breaks added per day, there will only be one dot in each cell. When you hover over a cell, you will see the number of breaks and their duration. Please note that an employee can have a maximum of 5 breaks.

To remove a break, click on the trash can icon next to the break. If a break has already been added to the schedule and you wish to delete or modify it for an employee, you must add a new workday to the schedule without a break or with a different break time.

 

6. Choose the month and year. You can switch between months using the arrow buttons. To select a different year or month, click on the name of the current month and choose the desired year and month from the list.

If the current year is selected, only the name of the month will be shown next to the arrows. If a different year is selected, both the month and year will be displayed. Currently, two months can be displayed in the schedule at the same time, for example, February and March consecutively.

 

 

7. Assign a schedule to a single employee or multiple employees by clicking in the workspace. You can remove any extra cells from the schedule before saving by clicking on the cell again in the workspace.
To undo all changes made to the schedule, click on the "Cancel" button located in the lower left corner.

8. To save the changes, click on the "Save" button in the lower right corner.

You can modify an employee's work schedule in the same manner.

 

The created work schedule can be exported as a PDF file using the "Create PDF" button in the upper right corner. You can then save the file to your device or print it. The schedule export is available for all employees and for employees filtered by position (in which case, all employees in the selected position will be included in the export).

 

2. Deleting a Work Schedule

1. Go to "Settings" > "Main settings" > "Work Schedule” (new) section.

2. To remove a schedule, choose the "Deletion" action. Apply the necessary filters for a specific employee or group of employees or use the "Reset" button to clear any previous filter settings, if needed.

 

3. Choose your preferred period:

• By days: you can delete a schedule for a single day, 1 week, or multiple weeks (with a maximum of 30 weeks).
• By shifts: establish a shift schedule, such as 2/2 or 5/2, and determine the number of weeks, with a range of options from 1 to 30 weeks.
• By weekdays: select the desired number of weeks, ranging from 1 to 30, and mark the specific weekdays you wish to delete.

4. For the desired employee, click on the schedule area that you wish to delete. The chosen days will be highlighted in red.

5. To confirm the deletion, click on the "Delete" button located in the lower right corner.

 

Important considerations:

• Deletion of a schedule cannot be undone.
• The red dots in the schedule cells indicate that the employee has a scheduled appointment for that day.
• Attempting to remove a day with an appointment (represented by a red dot) from the schedule will result in an error. To resolve this, you must either reschedule the appointment to another day or another employee or cancel it before deleting the schedule.

 

3. Copying a Work Schedule to Another Employee

If multiple employees work on the same schedule, you can create a schedule for one employee and easily duplicate it for others.

To duplicate a work schedule from one employee to another, follow these steps:
1. Go to "Settings" > "Main settings" > "Work Schedule” (new) section.

2. From the list of employees on the left, select the employee you want to copy the schedule from and click on the copy button located next to the name of the employee.

 

3. In the pop-up window that opens, select the employees to whom you want to duplicate the schedule. You can choose one or multiple employees from the list, with no limit on the number of employees selected. To quickly find an employee, you can enter their name in the "To" field.

 

4. Choose the time frame for which the schedule will be copied. By default, the copying period will be set to two weeks from the current day, but it can be modified if necessary. The maximum copying period is still limited to the current and upcoming months.

 

5. If applicable, check the "Copy schedule with breaks" box if the breaks are the same for all employees. If the breaks are different, leave the box unchecked, as you will need to manually add the breaks for each employee after copying the schedule.

 

6. Click on "Copy Work Schedule." After clicking this button, the schedule will be duplicated, including both working and non-working days that were selected.

Important consideration:

Copying a schedule cannot be undone.