Person Schedule

Use the Person Schedule form to maintain employee schedules.

The Person Schedule form displays Schedule Cycles that have been assigned and generated. You can also create a schedule for a specific person using the Person Schedule form. When you create a Person Schedule on this form, the schedule will take effect immediately.

The filter area on the Person Schedule form allows you to filter schedules by date and choose how many days' worth of schedules you want to appear. The max amount is 42 days (six weeks). Each row represents a single schedule. Days with no schedules show as empty except for the post date and day of the week.

If you have been assigned a Supervisor Role, the actions that you can carry out on the Person Schedule form will depend on the Functional Areas that have been assigned to your role.

Note: If you change a person's schedule for a day or period that is already signed, the signatures may be removed. Make sure you check the days and sign them again if necessary.

Detail form:

Event

Person Schedule Field Descriptions

Filter Area

To view the filter area and display the fields, click the Filter button.

Person Num

This field indicates the employee’s person number.

Person Name

This field indicates the employee's first and last name.

Start Date

This field indicates the date of the first record listed on the form.

Num Of Days

This field represents how many days' worth of schedules can be listed on the form.

Main Form

Post Date

This field indicates the day on which time will post on the timecard. For example, a schedule that is defined to post on Wednesday could actually start on the previous Tuesday or following Thursday.

Week Day

This field represents a specific block of time defining how the employee will work, will not work, may work, or can be available or unavailable for work. It has specific time stamps for the start and end of the block, as well as time stamps that control the ability of the employee to clock in to the system.

Schedule Type

This category describes the schedule. Select Normal, Exclusion, or Optional. See Schedule Types for more information.

The color of the Schedule Type is based on your assigned Color Policy. See Color Policy - Other Context for more information.

Protected/Locked

This field indicates whether the schedule is Protected and/or Payroll Locked.

The Protected setting is configured on the Other Properties tab when you are adding or modifying a schedule, or by clicking the Protect/Unprotect button on the Person Schedule form. If you add or modify a schedule using the Edit Schedule button in Current Situation, the schedule will also be Protected.

A day is payroll locked by the Payroll Lock form or the PAYROLL_LOCK service.

If there is no icon in the Protected/Locked field, the schedule is neither Protected nor Payroll Locked.
A shield icon in the Protected/Locked field indicates the schedule is Protected.
A lock icon in the Protected/Locked field indicates the schedule day is Payroll Locked; it may also be Protected.

If a schedule day is Payroll Locked, you cannot add, modify, or delete a schedule for that day. You must use the Payroll Lock form to remove the payroll lock.

When a person has a Protected schedule, the person's schedule cannot be modified or deleted by the SCHEDULE_GENERATION service or the Generate button on the Schedule Cycle form. However, you can modify a Protected schedule on the Person Schedule form if you un-protect the schedule first using the Protect/Unprotect button.

If a schedule is both Protected and Payroll Locked, the Protect/Unprotect button will only un-protect the schedule (the lock icon will continue to appear). You must remove the payroll lock using the Payroll Lock form or the PAYROLL_LOCK service. Likewise, if you only remove the payroll lock, the schedule will still be protected (the shield icon will appear) until you use the Protect/Unprotect button.

Start Timestamp

This field indicates the official start date and time of the employee's schedule. When calculating whether an employee is inside or outside of schedule, the schedule’s applicable start and end times apply.

End Timestamp

This field indicates the official end date and time of the employee's schedule. When calculating whether an employee is inside or outside of schedule, the schedule’s applicable start and end times apply.

Applicable Start

This field is the effective start date and time of the schedule record. Calendar date and time defaults to current date and time. When calculating whether an employee is inside or outside of schedule, the schedule’s applicable start and end times apply.

Applicable End

This field is the effective end date and time of the schedule record. Calendar date and time defaults to current date and time. When calculating whether an employee is inside or outside of schedule, the schedule’s applicable start and end times apply.

Total Paid

This field represents the amount of hours in the schedule record that are paid. Paid time is made up of time that is not an event.

Total Unpaid

This field represents the amount of hours in the schedule record that are unpaid. Unpaid time is made up of events, such as MEAL and/or BREAK.

Availability Type

This field indicates whether the person is Working, Not Working, Available, or Unavailable. The available options depend on the Schedule Type you selected.

For a Normal schedule, the Availability Type is always Working.

For an Exclusion schedule, the Availability Type is always Not Working.

For an Optional schedule, you can set the Availability Type to Not Working or Working to indicate whether the person will be working or not during the schedule times. However, the availability type will not affect the person's ability to clock-in during the scheduled start and end times.

For an Availability schedule, you can set the Availability Type to Available or Unavailable. However, the Availability Type will not affect the person's ability to receive additional schedules or clock-in during the scheduled start and end times.

Ad Hoc Type

This field only applies if the Schedule Type is Ad Hoc Placeholder.

If the Ad Hoc Type is Virtual, then whatever schedule was set on the most previous post date for the person, and was not identified as a Gap Day, is copied into the placeholder time span.

If the Ad Hoc Type is By Clock, the system will pick an Ad Hoc Template that corresponds to the period containing the time stamp of the clock in. To create an Ad Hoc Template, use the Ad Hoc Templates form. You must assign the Ad Hoc Template to a Schedule Group using the Assign Ad Hoc Template form.

Description

This field is a general description of the schedule.

Required

This option indicates whether the person is required to adhere to the schedule (Mandatory), or if the schedule is Optional. If a schedule is Mandatory, the person must follow the schedule or an exception will occur.

Normal and Exclusion schedules are always Mandatory. Optional and Availability schedules are always Optional. An Ad Hoc Placeholder schedule can be Mandatory or Optional.

Gap Day Number

A gap day is a day when the employee is not scheduled to work. However, the employee may be allowed to come in and work on certain gap days and you can distinguish each gap day with its own Gap Day Number. The Gap Day Number can then be used by Pay Rules to identify the day in the schedule.

For example, a Monday to Friday schedule includes Optional schedules on Saturday and Sunday. Saturday is defined as Gap Day Num 1 and Sunday is defined as Gap Day Num 2. To apply a particular hours classification to Sunday, a Pay Rule is defined using the Is a Gap Day Number operand set to 2.

Gap Day Number may also be used for Availability Schedules and Ad-Hoc Schedules.

Shift

This option identifies the shift that is being used for this schedule. Shifts are created on the Shift Definition form.

Note: This shift will be used only if the employee has a Shift Policy with Shift From Schedule selected.

Start Early Margin

A whole number representing the number of time units the employee can start the schedule before a schedule start without receiving a violation notice. The Unit field determines if the value is hours, minutes, or seconds. The default value is minutes.

Start Late Margin

A whole number representing the number of time units the employee can start the schedule after a schedule start without receiving a violation notice. The Unit field determines if the value is hours, minutes, or seconds. The default value is minutes.

End Early Margin

A whole number representing the number of time units the employee can end the schedule before the schedule end without receiving a violation notice. The Unit field determines if the value is hours, minutes, or seconds. The default value is minutes.

End Late Margin

A whole number representing the number of time units the employee can end the schedule after the schedule end without receiving a violation notice. The Unit field determines if the value is hours, minutes, or seconds. The default value is minutes.

Is Elapsed

If this box is selected, the employee is expected to post time using the elapsed type entry method. The time is entered after the time has been worked. Employees can enter one or more days' worth of time entries at a time. This is a method typically used by salaried employees.

Holiday Overtime

If this box is selected, the schedule applies to holiday overtime.

Overtime Type

This indicates the type of overtime done:

PRE SHIFT: The overtime applies before the normal schedule.
POST SHIFT: The overtime applies after the normal schedule.

Note: Overtime type applies only to Optional Schedules.

Split Day

This field indicates whether this day is a split day in a 9-80 schedule.

A 9-80 schedule is a two-week schedule in which 80 hours are worked in nine days instead of ten. Typically, one week consists of four nine-hour days and a single eight-hour day, while the other week consists of four nine-hour days. The time worked on the eight-hour day is split between two pay weeks (therefore this day is called the split day).

A split day will have two adjacent schedules – one for the First Half of the day and one for the Second Half of the day.

Select NO SPLIT if the schedule is not a split day.

Select FIRST HALF if the schedule is for the first half of a split day in a 9-80 schedule.

Select SECOND HALF if the schedule is for the second half of a split day in a 9-80 schedule.

When you select FIRST HALF or SECOND HALF, you must also specify the Pay Week and Pay Period.

Pay Week

This field is available when you select FIRST HALF or SECOND HALF in the Split Day field. This setting indicates whether the schedule will apply to a different pay week while still having the same Post Date. This setting will affect how the schedule displays on the timecard as well as weekly overtime thresholds. Select from the following options:

CURRENT: This half of the split day applies to the current pay week.
NEXT: This half of the split day applies to the next pay week.

For example, a 9-80 biweekly schedule has a split day in the middle of the pay period. The First Half has Pay Week set to CURRENT and the Second Half has Pay Week set to NEXT. When you view the first week of the pay period in the timecard, the First Half of the split day is included. When you view the second week of the pay period in the timecard, the Second Half of the split day is included.

Pay Period

This field is available when you select FIRST HALF or SECOND HALF in the Split Day field. This setting indicates whether the schedule will apply to a different pay period while still having the same Post Date. This setting affects how the schedule displays on the timecard as well as weekly overtime thresholds. Select from the following options:

CURRENT: This half of the split day applies to the current pay period.
NEXT: This half of the split day applies to the next pay period.

For example, in a 9-80 biweekly schedule, the last day in the period is a split Friday with an Optional schedule. For the First Half of this day, Pay Week and Pay Period are set to CURRENT. For the Second Half of this day, Pay Week and Pay Period are set to NEXT. If the employee works on this optional split day, the First Half will apply to the current pay period and pay week. The Second Half will apply to the next pay period and pay week.

Update Date, Updated By

These fields display when the record was created or updated, and the person who created or updated the record.

Find/View Person Schedule

Note: You can only view records for the employees to which your Security Data Role has access.

Click Main Menu > Administration > Schedules > Person Schedule.
If the filter is not visible, click the Filter button to display the filter fields.
Enter the person number of the person you want to filter by in the Person Num field. You can also select an employee by clicking the button beside the Person Num field to access the Person pop-up form. Once you select a record on the Employee form, click OK.
The current date is the default date in the Start Date field. To view records that start on another date, enter the applicable date.
In the Num of Days field, enter the number that corresponds with how many calendar days you want to view. The default number is 1 which represents one days' worth of schedule records.
Click Find to view the records.

Add a Person Schedule

You cannot add a Person Schedule to a day that is payroll locked.

Click Main Menu > Administration > Schedules > Person Schedule.
Use the filter fields and click Find to find the person for whom you want to add a schedule.
Click Add on the horizontal toolbar.
Enter or select a Post Date.
Select a Schedule Type.
If you select AD HOC PLACEHOLDER in the Schedule Type field, select an Ad Hoc Type. If you select OPTIONAL or AVAILABILITY, select an Availability Type.
Enter a Description.
Enter or select a Start Timestamp.
Enter or select an End Timestamp.
Enter or select an Applicable Start time
Enter or select an Applicable End time.
If the Schedule Type is AD HOC PLACEHOLDER, select if the schedule is Mandatory or Optional in the Required field.
Enter a Gap Day Number.
Select a Shift.
Enter applicable values on the Margins form.
Enter applicable values on the Properties form.
Click Save when you are finished.

Modify a Person Schedule

You cannot modify a Person Schedule on a day that is payroll locked.

Click Main Menu > Administration > Schedules > Person Schedule.
Find the person/day that contains the schedule you want to modify.
Select the specific schedule you want to modify, and click Modify.
Edit the fields as necessary.
Click Save when you are finished.

Delete a Person Schedule

You cannot delete a Person Schedule from a day that is payroll locked.

Click Main Menu > Administration > Schedules > Person Schedule.
Find and select the person/day that contains the schedule you want to delete, and click Delete.
Click OK to confirm the action.

Recalc Time Card

The Recalc Time Card button is used to bring a timecard into compliance after you add or modify an employee's schedule on a day that already has time posted. For example, an employee starts working a new schedule before his schedule is updated in the system, causing him to receive a Late Arrival event. When the employee's schedule is updated, the day will be marked as needing recalculation. The Recalc Time Card button will process the event postings according to the updated schedule and remove the Late Arrival event.

Note: You cannot recalculate a period while the employee is clocked in.

Click Main Menu > Administration > Schedules > Person Schedule.
Find the Person Number and schedule you want to recalculate.
Select the record for the scheduled day you want to recalculate. Update the schedule as necessary.
Click the Recalc Time Card button.

The person you selected in Step 2 will appear on the Recalculate pop-up form.
Click the Filter button to display the Start Date, End Date, and Force Recalculation fields.
Enter the dates of the schedules you updated in the Start Date and End Date fields. Note that the End Date cannot be later than the current post date. When the system finds a record that needs recalculation, it will recalculate the entire period, even if that period occurs outside of the Start and End Dates.

Note that the Max Periods Back setting in the employee's Recalculation Policy applies here. If your Start Date and End Date range spans beyond the Max Periods Back setting, the system will only search for records that need recalculation up to the Max Periods Back setting. Max Periods Back is the maximum number of periods/weeks prior to the current period/week for which the system will search for days that need corrections.
Check Force Recalculation if you want to run recalculation even if none of the days in the week/period are marked as needing recalculation.
Click Save to perform the recalculation.
To close the Recalculate pop-up form, click the in the upper right corner.

Copy Schedule

If there are schedule records in a single day or range of days that you would like to copy to one or more person records, you can do so via the Copy action on the schedule calendar action toolbar. Note that all schedule records in the day will be copied over. You cannot copy a single schedule from one person to another, unless there is only one schedule residing in the day you are copying values from.

You cannot copy a Person Schedule to a day that is payroll locked. If at least one of the days in the range to which you are copying is payroll locked, then none of the days will be copied.

Click Main Menu > Administration > Schedules > Person Schedule.
Find and select the person/day you want to copy, and click Copy Schedule to access the pop-up form.
Select or enter the Source Start Date. This is the first day you want to copy schedules from.
Select or enter the Source End Date. This is the last day you want to copy schedules from. All days including an in between the source start and end days will be copied over to the people you select.
You can use the Supervision Type filter to narrow the available person records a day can be copied to. Click Find once you are finished with the filter fields.
Select one of the following:

To copy the day to one person: Select the person.
To copy the day to more than one person, but not all: Select each person record while pressing the CTRL key.
To copy the day to all available person records: Click the "select all rows" icon .

Click Copy.

Protect/Unprotect

When a schedule is Protected, it cannot be modified or deleted. Use the Protect/Unprotect button to protect or unprotect a schedule. A shield icon in the Protected/Locked field indicates the schedule is Protected.

If a schedule is Protected, the schedule will not be deleted or modified by the SCHEDULE_GENERATION service. To modify or delete a Protected schedule on the Person Schedule form, you must first unprotect the schedule using the Protect/Unprotect button. The shield icon will not appear when the schedule is unprotected.

If a schedule is both Protected and Payroll Locked, a lock icon will appear in the Protected/Locked field. In this case, the Protect/Unprotect button will only unprotect the schedule (the lock icon will continue to appear). You must remove the payroll lock using the Payroll Lock form or the PAYROLL_LOCK service. Likewise, if you only remove the payroll lock, the schedule will still be protected (the shield icon will appear) until you use the Protect/Unprotect button.