HS: Assigning and Removing Job Codes from Employees

Overview

Job Codes determine which roles an employee can be scheduled for in HotSchedules. Employees must have at least one Job Code assigned before they can be scheduled. 

Managers can add or remove Job Codes from an employee's profile through the Staff List. Changes to assigned Job Codes can also automatically update the employee's schedules and permission set based on the organization's configuration.

Note: Some functionality described in this article may vary depending on your company’s configuration. Organizations using POS integrations or shared employees across locations may have additional restrictions.

Before You Begin

• You must have access to the Staff List
• Integrated sites may require Job Codes to be managed through the POS system

Assign or Remove Job Codes

1. Navigate to Staff List and select the employee's name
2. Select the Jobs/Schedules tab
3. Under Job Settings, expand the Job Code list
4. Select or clear the checkbox next to each Job Code:
   • Checked = Assigned
   • Unchecked = Removed

Changes save automatically when you click outside the field.

Automatic Schedule and Permission Set Updates

When a manager assigns, changes, or removes an employee's Job Code, HotSchedules automatically updates the employee's associated schedules and permission set based on their assigned jobs.

• Schedule Assignment: Assigning a Job Code associated with a schedule automatically assigns that schedule to the employee.
• Schedule Removal: Removing a Job Code automatically updates the employee's schedule assignments based on their remaining jobs.
• Permission Sets: HotSchedules automatically recalculates the employee's permission set based on their assigned jobs. When multiple jobs are assigned, the most permissive mapped permission set is applied.
• 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 modifying their assigned Job Codes does not trigger the automatic updates.

Important Notes

• Employees must have Job Codes assigned before they can be scheduled
• Integrated sites may not allow Job Codes to be edited directly in HotSchedules
• For integrated sites, Job Codes are managed in the POS system and sync to HotSchedules
• Shared employees may only use Job Codes available at their home location
• Changes to assigned Job Codes may automatically update an employee's schedules and permission set based on the organization's configuration.

Job Codes Across Multiple Locations

For employees working across multiple locations, job codes are managed at the employee’s primary (home) location.

• Job codes added at the home location are applied to all shared locations
• Job codes must exist at the home location before they can be used at other locations
• Job codes added at borrowing locations are not applied unless assigned at the home location

Note: Not all HotSchedules customers use shared employees or shared job codes across locations. The behavior described in this article applies only to organizations using Employee Management or multi-location configurations. 

Related Articles

• HS: Assigning and Removing Schedules from Employees
• HS: Assigning Skill Levels
• HS Store Settings: Jobs (Add, Edit, and Inactivate)