WFM UK: Scheduling: Manage Functions

Video Guide

Overview

The Manage drop-down has been preserved, but it is now presented in a new layout and view. Templates and Set Shifts now have their own sections in the drop-down.

Fig.1 - Manage Dropdown - Classic Version

Fig.2 - Manage Dropdown - 2023 Version

Template Management 

• From the Scheduling page go to Manage > Templates > Save Template

Fig.3 - Scheduling > Manage > Templates > Save Template

A save template input field will be displayed.

• Enter a name for the shift template and Save

Fig.4 - Naming a saved template

All employees' shifts from the current schedule will then be saved as a template

Managing Templates

• From the Scheduling page navigate to a future schedule week 
• Go to Manage > Load Template

From here, templates can be loaded and also deleted.

• Load Template - tick the box against a single template
• Delete Selected Templates - select multiple templates to delete if required

Only one template can be loaded at any one time.

By loading a template, all existing scheduled shifts will be deleted and replaced with those from the selected template.

Fig.5 Schedule > Load templates 

Successful loading of the template will be displayed at the bottom of the page.

Fig.6 - Schedule template successfully loaded

Set Shifts Management 

New Functionality - Set Shifts

New functionality has been added to save set shifts against employees. These set shifts can then be loaded by employees into future schedules. This can be helpful when creating schedules for employees who work the same shift pattern from week to week. 

• Using the Day/Week button, set the schedule to the weekly view
• Use the Manage drop-down

Two 'Set Shifts' options will be available: Load Set Shifts and Save Set Shifts.

Fig.6 - Schedule Page - Set Shifts options

Save Set Shifts

• Select Save Set Shifts from the Manage drop-down

A pop-up will display employees that have at least one shift scheduled for the week currently being viewed.

• Tick the relevant boxes to select the employee(s) to have set shifts saved for
• Use the down arrows to expand the employee row(s) and view shift details

The green tick icons under 'Existing Set Shifts' indicate that an employee already has set shifts saved for the current department. If any selected employee already has set shifts, the existing set shifts will be removed and replaced with new ones. The set shifts are saved per employee, per department. 

• When all selections are made, select Save Shifts

Fig.7 - Saving set shifts 

If any selected employees already had set shifts applied, the warning message below (Fig.8) will display.

• To update set shifts for the selected employees, select Proceed
• To return to the Manage Set Shifts pop-up, select Cancel

Fig.8 - Warning saving set shifts

Loading Set Shifts

• Using the Day/Week button, set the schedule to the weekly view
• Use the Manage drop-down and select Load Set Shifts
• Select which employees to load set shifts for
• Use the down arrows to expand the employee row(s) and view shift details

Shifts cannot be loaded if they clash with an existing shift that an employee has in an external department, or with a scheduled absence or holiday. Any shifts that cannot be loaded will be highlighted.

• When all selections are made, select Load Shifts
• As with managing set shifts, there will be a Proceed/Cancel choice to make

Fig.9 - Loading set shifts for employees

Deleting Set Shifts

To delete set shifts for employees, Navigate to the "Load Set Shifts" Link. Schedule > Manage > Load Set Shifts

• From the Schedule page (weekly view) Load Set Shifts from the Manage drop-down
• Select the employees to delete set shifts from
• Select Delete Selected Set Shifts

After selecting this button, an undo option will be available for 5 seconds.

Fig.10 - Deleting set shifts

Tip & Service Charge Management 

• Select Payments from the Manage drop-down

The Manage Payments feature now shows payments by day. Only employees with scheduled shifts will be shown in the Manage Payments popup. Job roles that do not permit additional payments will be disabled from inputting payment values. 

Fig.11 - Manage Payments - 2023 Version

Fig.12 - Manage Payments Entry - 2023 Version