WFM UK: Scheduling 2023: View Functions

A video guide for this article can be accessed here.

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

Fig.1 - View Dropdown - Classic Version

Fig.2 - View Dropdown - 2023 Version

Download Schedule PDF 

The downloadable PDF allows users to download the schedule for all departments they have access to. 

• In the Schedule, navigate to the week to download
• Use the View drop-down and select Download Schedule PDF

Fig.3 – Download Schedule button

The data displayed will be for the schedule week for the date currently being viewed. The default downloadable schedule view will be All Roles – see Fig.4.

Fig.4- Downloadable schedule default view

• To filter the downloadable schedule by job role, select the job role from the drop-down

If job roles are filtered when downloading the schedule, it will only display the selected job roles.

If selecting more than one department the All Roles filter is disabled. 

Contractor Shifts are displayed at the bottom of the schedule – see Fig.5.

Fig.5 – Contractor shifts

Employee shifts are displayed in the following format - “[Job Role Symbol] Shift Start Time – Shift End Time” – see Fig.6.

Contractor shifts are displayed in the following format - “[Number of Contractor Employees]” [Job Role Symbol] Shift Start Time – Shift End Time” – also see Fig.6.

Fig.6 – Employee and Contractor shift display

Selecting Multiple Departments

Multiple departments can be downloaded at the same time.

• Select additional departments from the department drop-down - the list of available departments will be based on the user’s department access
• All Departments will select all which the user has access to

If all departments are scheduled together and displayed as one on the scheduling page, the Department drop-down will be hidden and all employees will be displayed in the order of the schedule page. 

The selected departments will be displayed onscreen and included in the PDF download. The department to which the user is logged in cannot be deselected - it is greyed out.

Fig.7 – Select Departments 

PDF Schedule Actions

There are four different options that can be applied to the downloadable schedule:

• Show Signature Column – adds a column to the downloadable schedule titled “Signature”, so that employees can physically sign the schedule when printed out – see Fig.9
• Show Total Hrs by Employee – adds a column to the downloadable schedule called “Total Hrs”, displaying the total hours (excluding breaks) that the employee is scheduled for in that job role, for that schedule week - see Fig.10
• Blank Version - downloads a blank schedule for all employees in that department - see Fig.11
• Display Shift Notes - adds any notes that have been made against the shift - see Fig.12

These three options can be used individually or combined to suit requirements.

Fig.8 – Downloadable schedule actions

Fig.9 – Show Signature Column

Fig.10 – Show Total Hrs by Employee

Fig.11 – Blank Version

Fig.12 – Display Shift Notes

Passive Hours Report

New Functionality - Passive Hours

All users can view the Passive Hours reporting but only users with access to view costs on the schedule will be able to view the Passive Hours costs. Users without permission to view costs will be able to view passive hours by reason code only. 

• Go to Scheduling > Actions > Passive Hours

Fig.13- Accessing the Passive Hours Report

The report will be displayed.

• To see the days of the scheduling week, expand the Department drop-down (see Fig.14)

Fig.14 Passive Hours Report 

• To drill down into more granular data (per day), expand a specific day of the week

The report will then show Passive Hours by Passive Shift Reason Code (see Fig.15).

Fig.15 - Passive Hours Report Day Expanded

Fig.16 - Passive Hours Report Reason Code Expanded

Please note: Passive costs are calculated on basic pay only. The system will calculate an hourly rate per employee and multiply this by the number of passive hours.

View Analysis

The Load Analysis option will take the user to the UK HR & Payroll Analysis page. The functionality here has been preserved.

• To go back to the schedule week from here, select Return to Schedule
• If using Fourth's UK HR & Payroll system alongside Scheduling, there will be an option to Download Schedule PDF, which will download a PDF copy of the schedule and return the user to the scheduled week

Fig 18. Analysis Page - 2023 Version