HS: Setting Up School Calendars

Overview

School Calendars help HotSchedules apply scheduling restrictions for minor employees based on whether school is in session. By assigning a School Calendar to minor employees, HotSchedules can identify school days and non-school days and use that information when evaluating Minor Rules and scheduling restrictions.

School Calendars work together with Minor Rules to help prevent scheduling violations and provide managers with accurate scheduling warnings. When configured correctly, HotSchedules can automatically determine when different scheduling restrictions should apply throughout the school year.

How School Calendars Work with Minor Rules

Minor Rules are divided into two categories:

• In-Session Rules – Applied when school is considered to be in session.
• Non-Session Rules – Applied when school is not in session, such as during extended school breaks.

HotSchedules automatically evaluates the assigned School Calendar and will begin applying Non-Session Rules when it detects a period of three consecutive weeks or more where school is marked as out of session. At all other times, In-Session Rules are used.

Important: If a site does not have a School Calendar assigned, or if a minor employee is not assigned to a School Calendar, HotSchedules will use the In-Session Rules by default.

Create a School Calendar

To create a School Calendar:

1. Log in to HotSchedules.
2. Hover over the Staff tab.
3. Select School Calendars.

Name the new calendar after the appropriate school system in the field in the upper-left corner.

Weekends have already been highlighted to signify that there is no school on those days.  You can then go through the calendar, using the arrows to scroll forward and back, and highlight all other days when this school will not be in session.  

When all the needed days have been highlighted, click Next.

You then need to assign all team members who are students at this particular school.

Employees are designated as minors automatically, based on their birthdate within their HotSchedules profile, and they will appear in the drop-down list.  Simply check the boxes next to the appropriate names.  Saving when finished.

A minor’s school will be displayed in their profile. If needed, and you can click the School Calendar drop-down menu, and assign their school to them. 

The School Calendars sub-tab will display each calendar, as well as who has been assigned to each. You can also edit or delete school calendars here.  In addition, there will also be an alert with the number of any unassigned minors.