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The Scheduler provides a budgetary controlled scheduling process. This is shift based scheduling designed to handle:

  • your work day is divided into multiple shifts
  • some employees may work more than one shift in the same work day
  • you have a desired staffing level based on your full or current census, or a dynamic staffing level based on your daily census

Employees that are part of the scheduling process are indicated as such in their Work Pattern tab by having a work pattern type of either Scheduler or Soft Scheduler. As most employees will have a recurring fixed schedule, this is entered in the employee's Schedule Patterns tab. The schedule pattern allows for a rotating schedule, typically a 2 or 4 week pattern. Planned days off are maintained in the employee's Planned Absences tab.

The scheduler periods maintain the start and end dates of each period of dates that you schedule within. When you get close to the start date of the next scheduler period, you will need to build the schedules. Schedules are assigned to the employees using their schedule pattern as a template, while not scheduling those that are in a planned absence. Schedules that remain unassigned are available to assign manually to your staff. As schedules are moved between employees and the available pool, a history of the transfers is maintained.

The scheduler grid displays the schedules for each employee. The grid uses color and text to provide information about where and when an employee is working. The grid includes totals of both scheduled and available schedules. You can move schedules between employees, or from/to the available pool. You can also filter, sort, and search the scheduler as well as run reports such as your daily staffing sheet.

Build Schedules

The Build Schedules command is available in the Scheduler ribbon tab.

Before Building the Schedules

Before building the schedules, all schedule pattern changes, and planned absences that affect the next scheduler period must be entered. You must also check that you are not exceeding your budget levels. You can exceed your budget in two ways.

  • Placing an employee into an non-budgeted position
  • Having too many employees assigned to a budgeted position

You check both of these items by running the following reports from the Reports tab in the Scheduling drop down. They are also available in the Scheduler.

Schedule Patterns Without Budget – the Schedule Patterns Without Budget report displays employees who have a schedule pattern that has no budget. If this report is not empty then you have missing information in the employee's schedule pattern, you have incorrect schedule patterns entered, or you have a new position that the software does not know about.

  • Make sure that all the employees who are part of the scheduling process are selected
  • Select the correct date range from the Date Range tab. This is generally the next scheduler period

Budget Versus Schedule Pattern – the Budget Versus Schedule Pattern shows you where the totals of the schedule patterns exceeds the budget. You must use the “Over Budget – Monthly” version of this report as this version checks the budget levels against your schedule patterns in the exact order that schedules are created and assigned during the build schedules process.

  • Make sure that all the employees who are part of the scheduling process are selected
  • Select the correct date range from the Date Range tab. This is generally the next scheduler period
  • In the Budget tab, select the budgets that correspond to the selected employees
  • If you have an overage allowance, then you include this allowance in the Options tab by selecting Include Overages

Upon running the report, it must be empty. If it is not empty, then building the schedules would result in some employees not getting their schedules. This report gives you the employee details on where you are over budget. If you can not move employees to get this report to be empty then increasing the overage is your only option. You need access to the Budget Configuration to do this.

Building the Schedules

Once you have confirmed that you are within your budget (including overages), you can build your schedules.

The Build Schedules screen represents your budget with some additional information.

  • The date range that schedules will be built for is shown in the Build Date and End Date columns.
  • There is a check box column where you select the schedules to build. Selecting the check box in the column header will select all the budgets.
  • There is a status column to provide feedback as the schedules are built.


Click on the Build Schedules button.


The status column will update as it builds and assigns the schedules for each budget item, and the build date will move to the start of the following scheduler period. When the building is completed, you will be able to click on the Close button.

Scheduler Grid

Display the scheduler grid from the Scheduler ribbon tab.

Date Range

The date range group provides a drop down of the scheduler period dates. Select from the drop down to fill in the start and end dates. Change these dates before clicking on the Display Schedules command to work with a different date range.


Make the day-to-day schedule changes in the scheduler grid. The scheduler grid allows the user to move schedules between employees or to/from the available schedules.

Cell color, text and text color help provide maximum schedule information while using the minimum amount of space. Hovering over a cell will provide more detailed information like schedule start and end times, labor levels, schedule history and punch information.

Scheduler Groups

The employees and the available schedules are grouped by their respective scheduler group. You can filter or collapse the scheduler groups.

Filtering the groups:


Collapsing the groups:


The filtering, collapsing and expanding of the scheduler groups applies to both the employee and the available's grid.

Schedule and Placeholder Display

Weekly schedule totals display and can be used to sort the employees (those with less schedules listed first).


Employee Display

Employee information displays in columns that can be filtered. Additionally, employee information needed only for filtering, displays above the column headers at the top of the scheduler grid.


In the above screen shot, the department field filter is shown. Employees can be filtered by Name, Shift Count, and Company.

Context Menu

The right click menu provides management of the schedules and placeholders, and access to reports. When applicable, menu selections are provided for multiple days and/or multiple employees. For example, the Monthly Schedule for Employee report is available for all selected employees.



Employees can be sorted by:

Employee Name – the default sorting, alphabetically by their name.

Employee ID – sorted by the employee’s ID.

Seniority – sorted by date of hire.

Weekly Shift Count – sorted by the total schedule count in the selected week.


Available Schedules

The available are grouped to provide a clear visual distinction between availables from different shifts and floors. The number in the cell represents the count of the available schedules. If the text color is white, then you are over budget on the shift and floor.


Find and Filter


The Filter button is like the Filter Row in the employee list on the main screen. Only employees that match part of the filter text will display. Pressing Enter keeps the currently shown employees visible while newly found employees are displayed.

Here is the result of entering Smith, clicking Filter, entering Brown and pressing Enter.


Shift and floor filtering is available from the 2 drop downs. The Filter Availables option will apply the same shift and floor filtering to the availables. Here is a screen shot of the availables filtered to floor 2.


Include Home Shift applies when using shift filtering and will include employees that are homed in the filtered shift, although they do not have any schedules.

With Placeholders Only filters the scheduler screen to employees that have one or more schedule placeholders.

Tool Tips

There is an employee tool tip and the schedule / placeholder tool tip.

The employee tool tip displays additional information about the employee.


The schedule / placeholder tool tip displays detail on the schedule / placeholder and punch information for the day.


Employees Crossing Budget Groups

Employees with schedules that cross a budget group, when the budget groups are not displayed together (e.g. RNs and LPNs) will display twice and with the correct counting of schedules for the group.

An RN supervisor works a floor nurse position. The totals are correct.



Monthly Mode

Make changes in the scheduler in Daily or Monthly mode.

Monthly mode changes are not considered to be a schedule change. Two employees swapping schedules is a typical example of a monthly change. Monthly mode changes do not add to the schedule history.

Daily changes are changes that occur on the "day of," and changes that you do before posting the schedule where you want the employee to have a placeholder, and/or the schedule to maintain history. Examples are a sick call or a last minute vacation request.


Build Schedules

See [ Build Schedules].

Scheduler Grid Editing

The scheduler grid allows you to manage the schedules assigned to the employees, restricted only by the authorizations of the user.

Scheduler Video

Examples are:

  • Move one or more schedules from one employee to another employee
  • Move one or more schedules from the availables to an employee
  • Move one or more schedules from an employee to the availables
  • Add a schedule
  • Add or delete placeholders

Moving Schedules

Schedule moves are a 2-part process. Schedules you are taking “from” (either an employee or the availables) and then giving “to” (either an employee or the availables).

After selecting the “from” schedule(s), press the F key. The selected cells have a red border to indicate that you are in the middle of a from/to action.


You can only select a single employee’s schedules (i.e. from the same row). Available schedules can be selected from different shifts and floors (i.e. different rows). Select cells that are not adjacent to each other using the Ctrl key.

Select the receiving employee (known as the “to” employee) from any of their cells and press the T key.

In the screen shot below, the schedules from the 25th and the 27th will move to the employee even though the cell from the 26th is the selected cell. Note: you cannot move schedules from one pay date to a different pay date.


Move schedules from an employee to the availables with the single keystroke of U.

Swapping Schedules

Schedule swapping occurs when the receiving employee already has a schedule in the same shift. The employee(s) keep their schedule start and end times.

You can combine swaps and moves at the same time.


The two available schedules on the 5th floor are given to an employee. The 25th is an “available to employee” while the 26th is a schedule swap.


Multiple Schedules in a Pay Date

If an employee has more than one schedule in a pay date, then you must provide the schedule number to take “from” this employee. The top left schedule is number 1 and the bottom right schedule is number 2. If there are 3 schedules, then they are numbered 1 to 3 from top to bottom. These alternate keys represent the keystroke and number combinations:

R = T and 1

E = T and 2

W = T and 3

I = U + 1

J = U + 2

K = U + 3

If you do not indicate the schedule number, the software will prompt you.


Add or edit placeholders for multiple days by selecting cells and using the [ Schedule Status Type] shortcut (Shift + Key).

Scheduler Type

Use the scheduler type for categorizing a schedule. The default scheduler type is Standard. Other scheduler types are Orientation, Light Duty and Make Up. Categorize schedules to provide indicators on the staffing reports. Pressing S, O, L or M on a selected schedule changes the scheduler type between Standard, Orientation, Light Duty and Make Up. The displayed text underlines for all scheduler types except Standard. Additionally, the text color can be configured for each scheduler type (Standard is always black).


Use reports throughout the scheduling process. Examples of reports include:

  • Pinpoint where the employee's schedule patterns do not match the employee's shift level.
  • Show where budgetary hours and schedule hours are not aligned.
  • Highlight where schedule patterns exceed budget and therefore would leave some employees unscheduled although their schedule pattern defines them as working.
  • Display the schedule pattern projected as a master schedule considering employee status and planned absences.
  • Give employees a one-page calendar view of their schedules.
  • Post monthly schedule reports, so that employees can see when they are working.
  • Replacement and daily staffing reports.
  • Placeholder reports.
  • Employee contact information such as a phone list.

See also