HS Scheduling: Employees Missing from the Scheduling Tab

Overview

If an employee is missing from the Scheduling tab, it is usually caused by one of the following:

• The employee has not been added to the Staff List.
• The employee has not been assigned to the correct schedule.
• A filter or grouping option is hiding the employee.

Use the steps below to identify and resolve the issue.

Verify the Employee Exists in the Staff List

1. Open Staff > Staff List.
2. Search for the employee.
3. If needed, select View Inactive Employees to verify the employee is not inactive.

If the employee does not appear in the Staff List, they must be added before they can be scheduled.

Note: If HotSchedules is integrated with your POS system, employees must first be added in the POS before they are available in HotSchedules.

Verify the Employee is Assigned to a Schedule

Employees must be assigned to at least one schedule before they appear in the Scheduler.

1. Open Staff > Staff List.
2. Select the employee.
3. Open the Jobs/Schedules tab.
4. Under Schedules, select the schedule(s) the employee should belong to.

Changes are saved automatically.

Fig. 1 – Jobs and Schedule Assignments

Check Scheduler Filters

Filters can hide employees from the schedule.

1. Open the Filter menu.
2. Review any applied filters.
3. Clear filters if necessary.
4. Select Apply and verify whether the employee appears.

Fig. 2 – Scheduler Filters

Check Group By Settings

The Group By setting controls how employees are organized in the Scheduler.

1. Select Menu > Settings.
2. Under Group By, review the selected option.

• Schedule groups employees by their assigned schedule.
• Schedule, Job groups employees by both schedule and job.

If an employee is assigned to a job that is not mapped to the selected schedule, they may not appear when using the Schedule, Job grouping.

Fig. 3 – Group By Settings

Related Articles

• HS Scheduling: Schedule Settings
• HS Staff: Staff List