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Overview

The Scheduler is the primary workspace for creating, editing, reviewing, and posting employee schedules in HotSchedules.

This article provides a high-level overview of the Scheduler interface and introduces the tools available while building a schedule. Each section includes links to related articles with more detailed instructions.

The Scheduler includes the following areas:

• A – Date Selector

• B – Classic View / Smart View

• C – Information Icon

• D – Filter Schedules

• E – Employee Information & Alerts

• F – Assigned Shifts

• G – House Shift Manager

• H – In-Scheduler Reports

• I – Post Schedule

• J – Menu

Fig.1 - Overview of Scheduler [select image to enlarge]

 

A – Date Selector

Navigate between scheduling weeks using the previous and next arrows, or select a specific week from the date picker.

B – Classic View / Smart View

Switch between Classic View and Smart View depending on how you prefer to build schedules.

• Classic View provides a condensed layout for reviewing the schedule.
• Smart View expands the schedule and offers additional space for creating, editing, and moving shifts.

Fig.2 - Smart View [select image to enlarge]

C – Information Icon

The Information icon displays the current status of the schedule.

Hover over the icon to view details such as when the schedule was last saved, who last updated it, and any scheduling messages.

Note: If your schedule is locked, the Information icon is a good place to determine why. For more information, see HS Scheduling: Forecast and/or Shift Generation Required.

Fig.3 - "i" information icon

D – Filter Schedules

Use Filter to narrow the schedule based on criteria such as:

• Schedule Type
• Job
• Location
• Day Part
• Employee Attributes

Filtering helps you focus on the employees or shifts you want to review.

Fig.4 - Filter Schedules

E – Employee Information & Alerts

Selecting an employee displays additional details, including profile information, certifications, availability, and other scheduling information.

If an employee has schedule alerts or warnings, a notification icon appears next to their name. Hover over the icon to view the alert details.

For more information, see HS Scheduling: Schedule Alerts.
 

Fig.5 - More info on employee

Fig.6 - Employee warnings

If they have any notifications, you will be able to hover over the notification to get additional information. 

Fig.7 - Employee notifications

F – Assigned Shifts

The main scheduling grid displays all assigned shifts, along with employee availability and scheduling requests.

From this area, you can create, edit, move, or delete shifts.

For more information, see HS Scheduling: Creating and Editing Shifts.

Fig.8 - Managing Assigned Shifts

G – House Shift Manager

The House Shift Manager displays all unassigned (House) shifts created during forecasting or shift generation.

Use Smart Select to quickly assign House Shifts to employees.

Fig.9 - House shift manager

H – In-Scheduler Reports

The Scheduler includes built-in reports that allow you to review scheduling metrics before posting.

Depending on your configuration, you can review information such as:

• Schedule Summary
• Forecast Data
• Labor Budget
• Labor Volume

These reports help identify potential issues before publishing the schedule.

Fig.10 - Reports [select image to enlarge]

I – Post Schedule

When the schedule is ready, select Post to begin the posting process.

HotSchedules performs several validation checks before completing the post.

Note: The badge displayed on the Post button indicates how many schedules are ready to be posted. Changes are automatically saved while you work, so there is no need to save the schedule manually.

J – Menu

The Menu provides access to additional scheduling tools and personal Scheduler settings.

From the Menu, you can:

• Run Auto Scheduler
• Copy or delete schedules
• Configure Scheduler Settings
• Customize your Shortcut Key preferences

These settings apply only to your user account.
 

Fig.11 - Menu drop-down

Keyboard Shortcuts

Use keyboard shortcuts to perform common scheduling tasks more efficiently.

Related Articles

• Creating and Editing Shifts
• Using the Auto Scheduler
• HS Scheduling: Forecast and or Shift Generation Required

• HS Scheduling: Schedule Alerts