HS Scheduling: Unable to Assign Shifts to Employees

Overview

If you are unable to assign a shift to an employee, verify that the employee meets the scheduling requirements and that there are no conflicts preventing the shift from being added.

For information about creating or editing shifts, see HS Scheduling: Creating and Editing Shifts. 
 

Troubleshooting

If you cannot assign a shift to an employee, check the following.

Verify the Employee's Job and Schedule Assignments

Employees can only be assigned shifts that match the job code and schedule assigned to their profile.

1. From the Scheduling tab, select the employee's name and open the Schedules/Jobs tab.
2. Verify the employee is assigned to:
   • The correct Schedule
   • The correct Job Code

Fig.1 - Select name of employee
 

Fig.2 - Employee schedules and jobs

 

If the employee is missing the required schedule, see HS: Assigning and Removing Schedules from Employees.

Note: If your site is integrated with a POS system, new job codes must first be created in the POS before they can be assigned in HotSchedules.

Check for Overlapping Shifts

Employees cannot be assigned overlapping shifts.

If an overlap exists:

• Review the start and end times of the employee's existing shift.
• Verify the AM/PM values are correct.
• Correct any incorrect times before attempting to assign the new shift again.

Fig.3 - Overlapping shift error

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

Example

A Monday shift accidentally entered as 5:00 PM – 10:00 AM instead of 5:00 PM – 10:00 PM overlaps with the employee's Tuesday shift.

Correcting the Monday end time removes the overlap and allows the Tuesday shift to be scheduled.

Fig.4 - Incorrect Monday shift

 

Fig.5 - Tuesday overlap resolved

 

• 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

Employees with approved time off cannot be scheduled during the approved period.

Hover over the time off block to view:

• Time off type
• Dates
• Approval details

If the employee needs to work, the approved request must first be overridden.

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

Fig.6 - Approved time off
 

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