CFA: Minor Rules & School Calendars

By setting up Minor Rules and School Calendars, the Scheduler can automatically provide labor warnings and restrictions when scheduling minors, helping managers avoid Minor Labor Law violations. Minor Rules are unique market-to-market and this feature allows for customized rule settings.

Creating Minor Rules

• Go to the Above Store Console
• Then, under the Configure tab select Minor Rules

Fig.1 - Above Store Console > Configure > Minor Rules

• Here you’ll see any previously created rules, and you can Edit or Delete them, as needed
• To create a new Minor Rule, click Add Minor Rule

Fig.2 - Minor Rules page

• On the next page, enter a name for the new rule
• Then select Add Age Range Definition

Fig.3 - Naming the new rule, 'Add Age Range Definition'

• First, define an Age Range for which this rule will apply
  

The maximum 'To' age is 17, and cannot be lower than the 'From' age. If the rule is for a single age, enter the same number into both fields. Team members' ages are taken from the date of birth in their user profile, under 'Staff List'

• Then fill in the parameters for this minor rule as needed

There are separate sections for when schools are in and out of session (this works alongside School Calendars, explained later).

• Select Save and then, if needed, repeat the process to add different age ranges

Fig.5 - Age Range and 'Session' rules

• The next step is to assign the Minor Rule(s) to the appropriate locations (US States).
• Select Assign and check the boxes for locations associated with this Minor Rule set
• Select Save when finished

Fig.6 - Assigning locations (States) to a Minor Rules set

When creating their schedules, the scheduling managers in these locations will then be automatically notified of any conflicts with these minor rules.

Fig.7 - A minor team member schedule warning

Pink shift guides will also be displayed during times that an employee is unavailable to work according to the minor rules.

• Hover over the pink shift guide to display the exact times the minor should not be scheduled

This will be displayed on the 'Add Shift' modal and on SmartView.

Fig.8 - 'Minor Unavailable' message, 'Add Shift' modal and SmartView

Follow the links below to learn more about staff management!

HS: Employee Management: Setting Up Staff
HS ASC | Setting Up Minor Rules QuickTake

School Calendars

An important step to finalizing your Minor Rules is to set up your local School Calendars for any staffed minors.

HotSchedules will then know when each team member should be in school, and help enforce the minor rules appropriately. 

If no School Calendar is in place, the 'Non-Session Rules' (Fig.5) will be applied to staffed minors at that location.

• To get started, log into HotSchedules and go to Staff > School Calendars

Fig.9 - Staff > School Calendars

• To create a new calendar, select Add

Fig.10 - Adding a new School Calendar

• Give the new calendar a name after the appropriate school system in the field in the upper-left corner

Weekends have already been highlighted to signify that there is no school on those days.

• Go through the calendar, using the arrows to scroll forward and back, and highlight all other days when this school will not be in session  
• When all the needed days have been highlighted, select Next

Fig.11 - Highlighting days that the school will not be in session

You then need to assign all team members who are students at this particular school.

Employees are designated as minors automatically, based on their birthdate within their HotSchedules profile, and they will appear in the drop-down list.  

• Simply check the boxes next to the appropriate names and select Save when finished

Fig.12 - Assigning minor team members to a school

A minor’s school will also be displayed in their profile.

If needed, you can select the School Calendar drop-down menu, and assign their school to them there

Fig.13 - Assigning a school in a team member's profile

The Staff > School Calendars sub-tab will display each calendar, as well as who has been assigned to each. School calendars can also be edited and deleted here. There will also be an alert with the number of any unassigned minors.

Fig.14 - School Calendars page

 Helpful Tip! School Calendars will need to be set up yearly and for any schools your staffed minors attend. 

Follow the link below to watch a quick overview video!

HS Staff | Setting Up School Calendars QuickTake