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.

For information about configuring scheduling restrictions for minor employees, see HS ASC: Setting Up Minor Rules.

Note: The functionality described in this article can be configured regardless of whether a specific minor labor requirement applies to the organization.

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 School Calendar has not been created for the store, 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:

• Log in to HotSchedules.
• Navigate to Staff > School Calendars.

• Enter a name for the School Calendar that identifies the applicable school or school system.
• Review the calendar and select the days when school is not in session. Weekends are selected by default. Select additional non-school days, such as holidays or school breaks.
• When all applicable non-school days have been selected, select Next.

• On the next page, select the minor employees who should be assigned to the School Calendar, then Save.

Note: HotSchedules identifies minor employees based on the birthdate in their employee profile. Eligible minor employees are displayed when assigning employees to the School Calendar.

Assign a School Calendar from an Employee Profile

A minor employee's assigned School Calendar is displayed in their profile. To assign or change the calendar, open the employee's profile and select the applicable school from the School Calendar drop-down menu.

Manage School Calendars

The School Calendars page displays existing calendars and the employees assigned to each.

From this page, you can edit or delete School Calendars and view an alert showing the number of minor employees who have not been assigned to a calendar.

Related Articles

• HS ASC: Setting Up Minor Rules
• HS: Managing Minor Status for Employees