June 29th 2023, Release Notes: HS| Labor 5.81: Manage Regular Schedule for NYC, Regular Schedule Consent Workflow & Regular Schedule Changes

Select the release feature from the table below to be taken directly to that section of the release note.

Release date for all features: June 29th, 2023

Manage Regular Schedules for New York City 

• Enabled by Default? - No
• Set up by customer Admin? - Yes
• Enable via Support ticket? - Yes
• Affects configuration or data? - Yes
• Roles Affected: - Scheduling manager and employees using Regular Schedules. 

What's Changing?

When enabled, Regular Schedules for New York City give managers the ability to configure regular schedules for each employee and apply the regular schedule as the work schedule. 

Reason for the Change

New York City requires Fast Food employers provide employees with a regular schedule, and to schedule employees to their regular schedule.   

Customers Affected

All Fast-Food clients in New York City that enable Regular Schedules.

Release Note Info/Steps

Customers will need to contact HotSchedules to enable the Staff – Manage Regular Schedules client permission in addition to enabling the Regular Schedule user permissions for permissions sets responsible for configuring Regular Schedules.

When the client and user permissions are enabled, the Regular Schedule tab becomes available on the Staff List and managers can create a new schedule for each employee. 

When enabled, Regular Schedules: 

• Cannot conflict with availability 
• Cannot violate right to rest or minor rules 
• Must be effective on the first day of a scheduling week (availability changes must also now be effective first day of a scheduling week) 
• Required before an employee can be placed on a weekly work schedule 
• May be configured to require consent for updates (the default is acknowledged) 
• Must have the specific days and times an employee WILL be scheduled to work 
• If the configured regular schedule conflicts with minimum shift hours, spread of hours, or minimum hours between shift rules the manager will receive a warning for the conflict(s). 
• An employee cannot be scheduled into a Right to Rest or minor violation if these rules exist.  The violation must be resolved before the regular schedule can be saved. 
• Hours are summarized by day and week for both Gross Hours (excludes meal breaks) and Net Hours (removes meal breaks) giving managers a clear understanding of paid and unpaid hours for the regular schedule. 
• Once saved, the employee’s regular schedule can be viewed on the Staff List.
• Once saved, the employee’s jobs and/or labor positions can be edited on the employee’s regular schedule in the Staff List.
• If a regular schedule is pending employee consent a new regular schedule cannot be created for the same effective date. 
• A regular schedule pending employee consent can be cancelled from the Staff List after selecting the effective date. 
• Once a regular schedule has been established, the current schedule will be referenced to populate the shifts when creating a new regular schedule. The shift(s) that need to be modified can then be modified, and the new regular schedule saved.
• Ability to print a regular schedule

New Terms/Acronyms 

Regular Schedule: A regular schedule is stable week to week, so employees know when they are expected to work. It should provide long-term scheduling predictability for employees and employers. 

Work Schedule: The work schedule contains a worker’s specific shifts in each workweek. The work schedule for a given week may not always match the regular schedule. 

Regular Schedule Consent Workflow

• Enabled by Default? - No
• Set up by customer Admin? - Yes
• Enable via Support ticket? - Yes
• Affects configuration or data? - Yes
• Roles Affected: - Scheduling manager and employees using Regular Schedules. 

What's Changing?

When enabled, the Regular Schedule Consent Workflow gives employees at clients utilizing Regular Schedules the ability to review their initial regular schedule and consent to, or reject, regular schedule changes as outlined in the New York City Fast Food Fair Work Week Ordinance. 

Reason for the Change

Under certain conditions, New York City law requires employees to be able to reject regular schedule changes. The feature was created to meet those needs. 

Customers Affected

All Fast-Food clients in New York City that enable Regular Schedules.

Release Note Info/Steps

When the Manage Regular Schedules client permission in enabled for a client: 

ASC users can enable and define Employee Consent for Regular Schedule Changes for Pay Exception Rule Sets (Time & Attendance > Pay Rules). To enable the workflow, check the Regular Schedule pay rule and select the workflow option for the associated clients. The Acknowledge Only option will send all regular schedules to the employee as an acknowledgement only. The user will not be able to reject the regular schedule changes. 

When Always Require Consent is enabled: 

• An employee’s initial regular schedule will be provided to the employee as an Acknowledgement preload. This initial regular schedule does not require consent and goes into effect as soon as the manager saves the regular schedule. 
• Once the initial regular schedule exists for an employee, any new regular schedule created for the employee will be presented to the employee in a preload. 
• The preload will be presented on Web and Mobile applications and MUST be acted on before the user can continue into the app. 
• The user is presented with the effective date for the regular schedule changes, the full currently weekly shift regular schedule (if it exists) including gross and net (gross minus meal breaks) hour, the full new weekly shift regular schedule including gross and net (gross minus meal breaks) hours, who created and modification and when, and the reason entered for the change. 
• Users are presented with the option to Consent to the regular schedule changes or reject the regular schedule changes. 
• Consent will modify the employee’s regular schedule on a go-forward basis as of the assigned effective date of the change. 
• Reject will cancel the regular schedule modifications. 
• Reject will require the user to enter a reason for the rejection. 
• Managers are informed of the user’s decision and the reason if the regular schedule was rejected 

New Terms/Acronyms 

Regular Schedule: A regular schedule is stable week to week, so employees know when they are expected to work. It should provide long-term scheduling predictability for employees and employers. 

Work Schedule: The work schedule contains a worker’s specific shifts in each workweek. The work schedule for a given week may not always match the regular schedule. 

Regular Schedule Scheduler Changes

• Enabled by Default? - No
• Set up by customer Admin? - Yes
• Enable via Support ticket? - Yes
• Affects configuration or data? - Yes
• Roles Affected: - Scheduling Managers.

What's Changing?

When enabled, Regular Schedules for New York City give managers the ability to configure regular schedules for each employee and apply the Regular Schedule as the Work Schedule.  There are restrictions on templates and schedule copying when Regular Schedules are enabled. 

Reason for the Change

New York City requires Fast Food Employers to provide employees with a regular schedule, and to schedule employees to their regular schedule.  Regular Schedules give managers the ability to apply a regular schedule as the work schedule after which they will only need to manage house shifts and exceptions. 

Customers Affected

All Fast-Food clients in New York City that enable Regular Schedules.

Release Note Info/Steps

The “Scheduler – Apply Regular Schedules” client permission must be enabled for Regular Schedules Scheduler modifications to be available. 

The “Apply Regular Schedule” menu option can be used to apply the regular schedules in effect for a future schedule week as the Work Schedule for the week. All schedules will be applied to the Work Schedule at the same time. 

Apply Regular Schedule is blocked if there is a pending regular schedule change for any employee for the schedule week. The employee will need to consent to, or reject the proposed change, or the manager will need to cancel the proposed schedule to proceed. 

A regular schedule is required for an employee to be scheduled. 

All employees will be scheduled to their regular schedule into the default job and default labor position (if applicable) as configured on their regular schedule. Jobs are assigned to their default schedule. 

Meals and breaks are applied to shifts if they are configured. 

Shifts that overlap approved time off are housed. 

New Terms/Acronyms

Regular Schedule: A regular schedule is stable week to week, so employees know when they are expected to work. It should provide long-term scheduling predictability for employees and employers. 

Work Schedule: The work schedule contains a worker’s specific shifts in each workweek. The work schedule for a given week may not always match the regular schedule.