HS Scheduling: Unable to Assign Shifts to Employees

The Scheduling tab will list all employees that are available to be assigned shifts. There are a number of ways to assign shifts - including SmartSelect, keyboard shortcuts, and Auto Scheduling.

For more details on creating and adding shifts, please see this article.

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

1. Confirm that the employee is assigned the job code and schedule for the shift.

• 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. The shift can be edited to have a different job code if necessary.
• From the Scheduling tab, there is a quick way to check which jobs/schedules have been assigned to an employee. Select their name to view details about the employee. Open the Schedules/Jobs tab to view their assignments.

• Review this article to learn how to assign additional schedules to an employee. Job codes can be assigned on the same page - the employee's profile on the Staff tab. However, if your HotSchedules site is integrated with the POS system, new job codes must be assigned in the POS to sync over to HotSchedules.

2. Is there an overlapping shift?

• The Scheduling tab will not allow an employee to be scheduled overlapping shifts. A second shift can start as the first one ends, but you will receive an error if the times overlap.
• Check the AM/PM setting on the time of the previous shift to confirm that it is the correct length.
  • Example: An employee should be working from 5PM - 10PM on Monday and 9AM - 2PM on Tuesday. However, if the Monday shift is accidentally set as 5PM - 10AM, then it would overlap with the Tuesday shift.

3. Does the employee have any approved time off?

• If your company uses this feature, approved time off will display on the Scheduling tab. 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 this article for more details on this process.