WFM UK: Submitting Schedules

Overview

This article describes the process for submitting Schedules within the Scheduling module.

Setting a Location to ‘Closed’

If the Location has recently closed, there is functionality available to be able to set this Location as ‘Closed’ within the Forecast page of Scheduling.  

• To do so, tick the Department Closed box for the required day(s). This must be applied daily, and to each Location individually

Please Note: The ability to tick Department Closed on the Forecast page is a user permission, and can be applied to additional User Levels as required to assist in the smooth running of the business. To request this functionality, please liaise with your Fourth contact. 

Fig.1 – Department Closed Setting

Using the Department Closed functionality will:  

• Set Actual Sales to £0
• Set the required Staffing Levels to 0 (for organisations using Labour Demand only) 
• This information will be exported to Fourth Analytics Reporting (organisations using Fourth Analytics only)

Submitting Schedules 

• Ensure that the Schedule Status is set to Approved 

Please Note: This is normally completed by an Area Manager or Central Team. Select the Change.. all 7 FCST boxes will need to be set, the schedule can then be approved or rejected. The schedule status tag is displayed in the schedule page at all times. In the example below the schedule is "Ready for review" meaning the 7 FCST boxes are ticked and the approving manager can approve the schedule. 
 

Fig.2 – Schedule Status Change 

The ability to set a schedule to 'Approved' is a user permission and can be applied to additional User Levels as required to assist in the smooth running of the business. To request this functionality, please liaise with your Fourth contact. 

• Update all the Hours as required 
• Tick the 'act' Actual boxes for all days

Fig.3 – 'Act' Boxes

Please Note: If it is required to tick future days as Act, this permission and functionality can be added to the required User Levels in the Company, please liaise with your Fourth contact to enable these. 

Only when all 7 Act boxes are ticked will the user be able to submit to payroll. Allow the process to complete the submission.

Fig.4 – Submit Schedule Status
   
Fig.5 – Pre-submission screens are displayed as per the existing behaviour 

The ‘Transferring Details of Rota’ page will display, see Fig.6.  

Fig.6 – Details of Rota Page

The next page that displays will confirm that the Schedule has been submitted successfully. 

Fig.7 – Payroll Submitted Successfully Message

The Schedule Status will show as 'Submitted' when going back into the Schedule for that week.  

Fig.8 – Rota Submitted

If any further support is required with adding the functionality detailed within this article, and/or user permissions, please contact Fourth’s Technical Support Team.