Overview
The Staff List provides a central location for viewing and managing employees in HotSchedules. From the Staff List, managers can access employee information, manage scheduling-related settings, and open individual employee profiles.
This article provides an overview of the Staff List and the information and tools available within an employee's profile.
Staff List
The Staff List provides a central location for viewing and managing employees in HotSchedules. From this page, you can search and filter employees, update employee information, assign schedules and jobs, and access additional staff management tools.
From the Staff List, you can:
A- Search for an employee
B- Filter employees by schedule or job
C- Select employees to perform bulk actions
D- Add employees to schedules or job codes
E- Edit hire dates
F- Generate Welcome Sheets
G- Export staff information
H- Open an employee's profile
Fig.2 - Staff List [select image to enlarge]
Staff Member's Profile
Details
Home Store Information
The Staff Details page now displays an employee's home store, making it easier for managers to identify their primary location.
When an employee is shared from another location, an indicator appears to help managers distinguish shared employees from those assigned to their current location.
This information is displayed automatically and does not require any additional configuration.
A - Add or adjust the individual’s email, contact information, preferred name, and birthdate (Fig.3)
B - Send the individual their current schedule or login information. In order to receive either, they will have had to set up their email or text information in their account
C - Send the staff member a message. This message will appear in their internal messaging inbox. They will also receive an email if they’ve set it up in their account
D - Check the box next to any applicable certification for this individual, and use the calendar tool to select the expiration date for the certification. HotSchedules will notify management and the staff member when the expiration date draws near
E - Select the status of the individual to change it. Inactive staff members will not show up as an option for any schedules but can be reinstated later. Terminated staff will need to be added again if you ever want to rehire them. Further details and examples here: HS: Changing the Status of User Accounts
Please note: if your point of sale is integrated with HotSchedules, the status in HotSchedules is determined by the point of sale. If you update it here, you will need to also update it in the POS
F - Select the permission of the individual to adjust it. Note that permissions are adjusted in a hierarchy; a manager could not adjust the permissions of the GM, for example
G - If your store uses Meal Break Planning, you will be able to adjust MBP parameters
H - Check the box to use a preferred name rather than a first name throughout the site
Please note: There are a few exceptions where you will still find the first name rather than the preferred name, these include: Payroll Exports, Payroll Reports, and the First Name Field under their Personal Settings and Staff List Details.
Fig.3 - Staff Member's Profile [select image to enlarge]
Availability
Under the Availability tab, you can adjust the individual’s weekly availability. This information stays the same from week to week unless you change it. You can see the latest changes by selecting the date tiles. To adjust availability, select the Plus icon. Then drag your cursor over a time frame to make it unavailable. Gray signifies the individual is not available. You are able to make time frames longer and shorter by dragging the ends and splitting them up by selecting the middle of a time frame and adjusting accordingly.
Fig.4 - Staff Availability [select image to enlarge]
Schedule Thresholds
Managers can also create Schedule Thresholds for their employees when setting availability. If an employee is then scheduled outside of those thresholds, the Scheduler will inform the scheduling manager. To create a Schedule Threshold, managers can navigate to the bottom of the tab and enter thresholds for the following:
- Days Scheduled in a Week: Managers can enter a minimum and a maximum number of days in a week an employee can be scheduled
- Hours Scheduled in a Week: Managers can enter a minimum and a maximum number of hours in a week an employee can be scheduled
- Hours Scheduled in a Day: Managers can enter a maximum number of hours in a day an employee can be scheduled
Review this article if you need assistance with updating an employee's availability: HS: How to Submit Availability Changes for an Employee.
Jobs/Schedules
Under the Jobs/Schedules tab, you can regulate the schedules of which this individual is a part by checking the appropriate boxes.
You can also adjust the job information for the individual. If your point of sale is integrated with HotSchedules, the jobs will be brought over automatically. If your POS is not integrated, you are also able to manually select which jobs the individual works.
Whether or not your point of sale provides the individual’s jobs, you are able to rank their skill levels using the drop-down menus next to each job.
Fig.5 - Jobs/Schedules [select image to enlarge]
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