HS: Assigning and Removing Schedules from Employees

Overview

Employees must be assigned to one or more schedules before they can be scheduled for shifts.

Schedule assignments can be managed manually through the Staff List or automatically when an employee's assigned Job Codes are updated. Managers can assign or remove schedules for individual employees or multiple employees at the same time.

Changes are saved automatically.

Assign or Remove Schedules for an Individual Employee

1. Log in to HotSchedules.
2. Navigate to Staff > Staff List.
    

Fig.1 - Navigation- Staff List

3. Select the employee you want to update.

Fig.2 - Employee list

4. Open the Jobs / Schedules tab. 
5. Under Schedules, select or clear the checkboxes for the schedules you want the employee assigned to.

Fig.3 - Jobs / Schedules
 

Note: The employee's schedule assignments are updated immediately.

Automatic Schedule Updates from Job Code Changes

HotSchedules can automatically update an employee's schedule assignments when a manager adds, changes, or removes their assigned Job Codes.

• Assigning a Job Code: When a Job Code is associated with a schedule, that schedule is automatically assigned to the employee.
• Removing a Job Code: Schedule assignments are automatically updated based on the employee's remaining Job Codes.
• Missing Certifications: If an employee does not have a required certification, the Job Code assignment is saved, but the associated schedule is not assigned. A message identifies the missing certification and the schedule that could not be assigned.

These updates occur when Job Code assignments are changed. Saving an employee's profile without changing their assigned Job Codes does not trigger automatic schedule updates.

For instructions on managing Job Codes, see HS: Assigning and Removing Job Codes from Employees.

Assign Schedules to Multiple Employees

1. From the Staff List, select the employees you want to update.

Fig.4 - Select employees

2. Select Add to Schedule. 
3. Select one or more schedules. 
4. Select Add to Schedule.

Fig.5 -Add to Schedule

Remove Schedules from Multiple Employees

1. From the Staff List, select the employees you want to update.
2. Select More > Remove from Schedule. 
3. Select the schedule you want to remove.

Fig.7 - Select and Remove from Schedule

Notes

• Employees can be assigned to multiple schedules.
• Removing a schedule only removes the employee from that schedule. It does not delete the schedule.
• Schedule assignments may also be updated automatically when an employee's assigned Job Codes change.
• Changes are saved automatically.

Related Articles

• HS: Assigning and Removing Job Codes from EmployeesHS: Assigning and Removing Job Codes from Employees