HS Scheduling: Unable to Assign Shifts to Employees

Overview

The Scheduling tab will list all employees that are available to be assigned shifts. In order for employees to be scheduled they must meet certain requirements within he scheduler. This articles provides information to review to determine why an employee may not be able to be scheduled a shift. 

If you need more information first about creating or editing shifts, see HS Scheduling: Creating and Editing Shifts. 

Troubleshooting

If you ever find that a shift cannot be assigned to a specific employee, there are a few things you can check. See the following topics:

Confirm the Employee is Assigned a Job Code and Schedule

Every shift has a job code and schedule associated with it, so any employee that is available to work that shift must be assigned the same job and schedule. For example, an employee that is only assigned the Server job code will not be able to work a shift with the Bar job code. From the Scheduling tab, there is a quick way to check which jobs/schedules have been assigned to an employee.

• From the scheduler, select the employee's name

Fig.1 - Select name of employee

• Then a pop-up will display, select Schedules/Jobs

Fig.2 - Schedules/Jobs

If you find the employee needs to be assigned a specific schedule, review HS: Assigning and Removing Schedules from Employees to learn how to assign additional schedules to an employee.

Please note: Job codes can be also assigned on the Staff tab. However, if you find the job code is not assigned to the employee and your HotSchedules site is integrated with a POS system, new job codes must be assigned in the POS to sync over to HotSchedules.

Check for an Overlapping Shift

The Scheduling tab will not allow an employee to be scheduled overlapping shifts. A second shift can start as the first shift ends, but you will receive an error if the times overlap. If a shift is being attempted to be added with overlapping timeframes, an error will display on the shift editor. 

Fig.3 - Error

• Check the AM/PM setting of the time of the previous shift to confirm that it is the correct length

Example: An employee should be working from 5:00 PM - 10:00 PM on Monday and 9:00 AM - 2:00 PM on Tuesday. However, if the Monday shift is accidentally set as 5:00 PM - 10:00 AM, then it would overlap with the Tuesday shift.

Fig.4 - Monday shift overlap

Fig.5 - Tuesday shift overlap

• Correcting the shift on Monday to 10:00 PM will allow the shift on Tuesday to be scheduled, as the shifts would no longer be overlapping
  
  

Check for Approved Time Off

Approved time off will display on the scheduler and will prevent managers from assigning that employee a shift.

Fig.6 - Shift modal: Approved time off

If there has been a change in plans, approved time off can be denied on the Manage Time Off page. Then, the employee could be scheduled on that day. See HS Time Off and Requests: How to Override Approved Time Off for more details on this process.

Related Articles

HS Scheduling: Creating and Editing Shifts

HS: Assigning and Removing Schedules from Employees

HS Time Off and Requests: How to Override Approved Time Off