HS: Regular Schedule – Applying to Schedules

Overview

For locations using Regular Schedules, managers can apply employees' established Regular Schedules when building the Posted Work Schedule.

This article explains how to apply Regular Schedules in the Scheduler, review the resulting shifts, publish the Posted Work Schedule, and manage changes that require employee action.

For information about when Regular Schedules apply, employee coverage, and New York City compliance requirements, see HS: Regular Schedules.

Note: This functionality can be configured regardless of whether a specific jurisdiction is listed in the compliance coverage sections.

Before Applying the Regular Schedule

Before building the Posted Work Schedule, confirm that each applicable employee has:

• A Regular Schedule effective for the week being scheduled, or
• Been marked as excluded from Regular Scheduling, where appropriate

Also review any outstanding Regular Schedule changes that require employee action. A pending change may need to be acknowledged, accepted, rejected, or otherwise resolved before the Regular Schedule can be applied.

Applying the Regular Schedule

When Regular Schedules are enabled, the Scheduler includes an Apply Regular Schedule option. Depending on the site's configuration, options to copy schedules, apply templates, or use AutoScheduler may not be available.

To apply the Regular Schedule:

• Open the Scheduler for the applicable week.
• Select Apply Regular Schedule from the Tools menu.
• Select Generate Schedule on the confirmation window.

Once applied, HotSchedules generates shifts for the week based on each applicable employee's Regular Schedule. Managers can then review and edit shifts before publishing.

Note: Employees who are excluded from Regular Scheduling can be scheduled manually using the normal scheduling workflow. If an employee has an expired certification that affects scheduling, their Regular Schedule shifts will be converted to House Shifts.

Reviewing the Generated Schedule

After the Regular Schedules have been applied, managers can review and make permitted adjustments to the schedule before publishing.

The Regular Schedule represents the employee's recurring schedule, while the Posted Work Schedule contains the specific shifts assigned for that scheduling week.

Changes made to the published schedule may trigger additional workflows depending on the timing and reason for the change.

Publishing the Schedule & Reason Codes

When the Posted Work Schedule is ready, select Publish to publish the schedule and notify employees of their assigned shifts.

Reason Codes

If a manager changes a published schedule, they are required to select a Reason Code for the change. Reason Codes categorize schedule changes and identify whether they are voluntary or involuntary. These codes are configured by the organization and may include reasons such as Employee Request, Store Closure, or Large Party.

The selected Reason Code can be used by configured Fair Workweek rules when evaluating the schedule change.

Employee Consent for Schedule Changes

When changes are made to an employee's published schedule, the employee may be required to take action in HotSchedules.

The action required depends on the type of schedule change and your organization's configuration. Employees may be required to consent to, reject, or acknowledge a change.

Managers can review employee consent statuses and decisions in the Consent & Acknowledgement Report, located under Reporting > Staff & Store.

Schedule changes may also be evaluated against the organization's configured Advanced Notice Period. For more information about this functionality, see HS: Advanced Notice of Schedule.

Related Articles

• HS: Regular Schedules
• HS: Fair Work Week – Regular Schedule Variance Report
• HS ASC: Pay Exceptions - Regular Schedule Rule
• HS: Advanced Notice of Schedule