Internal Use Only EPAY Systems: Scheduling Training 1 TRAINING MODULE 401: Quick Overview (15 minutes) TRAINING MODULE 402: Managing Schedules (15 minutes) TRAINING MODULE 403: Optional Features Setup (15 minutes) * Include additional time after each training module for Q & A
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Internal Use Only
EPAY Systems: Scheduling Training
1
TRAINING MODULE 401: Quick Overview (15 minutes)
TRAINING MODULE 402: Managing Schedules (15 minutes)
TRAINING MODULE 403: Optional Features Setup (15 minutes)
* Include additional time after each training module for Q & A
Internal Use Only
TRAINING MODULE 401:
Quick Overview
Features covered in this segment:
o Scheduling Features
o Setup Overview
o Creating Schedules
o Defining Scheduling Slots
o Assigning Employees
o Publishing Schedules
Internal Use Only
Scheduling Features
• Current:
o Multi-week schedules
o Template Copying
o Auto splitting based on schedule
o Blocking Unscheduled Punches
o Attendance Tracking
o PTO auto insertion into Schedule
• Upcoming:
o Missing Employee Alerts
o Schedule Reminder Alerts
o OT Finder
o Schedule vs Budget ad-hoc Report
3
TRAINING MODULE 401: Quick Overview
Internal Use Only
Setup Overview
1. Base Setup (optional):
o Positions
o Stations
o Qualification (by Position)
o Pay Group flags (optional)
2. Site Setup
o Shifts
Shift Duration
Meal/Other Break Policies
Shift Start/End Rounding
Early/Late Limits
o Pay Deferential Rules (optional)
4
3. Employee Setup (optional)
o Assign Position
o Assign Qualification
o Block Calendar
4. Schedule Setup:
4A. Create Schedule (Start/End dates, Name)
4B. Define Scheduling Slots
(Site, Position, Task, Shift, Number
of Resources perDay of Week)
4C. Assign employees open slots
4D. Publish Schedule
TRAINING MODULE 401: Quick Overview
Internal Use Only
4A. Create a Schedule
From Desktop select Shift & Schedules
1. Select Site
2. Click “Add New
Schedule” Button
3. Edit Schedule Name
4. Select Schedule Date Range
(12 weeks max)
5. Save Changes
TRAINING MODULE 401: Quick Overview
Internal Use Only
4B. Define Scheduling Slots
1. Click “Add New” link
2. Select: Shift, Post, Task, Station (optional)
3. Enter number of employees needed for each day of week
4. Save Changes
TRAINING MODULE 401: Quick Overview
Internal Use Only
4C. Assign employees open slots
1. Click “Assign” link
2. Assign in the employee to Open slots. Notice, employee availability is diplayed
3. Click “Save Changes” button
TRAINING MODULE 401: Quick Overview
Internal Use Only
4C. Assign employees open slots
• Got to Employee Schedules Tab view resource assignments.
Filter by
o Employee
o Task
o Station
o Shift
TRAINING MODULE 401: Quick Overview
Internal Use Only
4C. Assign employees open slots
You can edit schedules from Employee Schedules view
1. Click on a filled slot to view its detail
2. You can change employee’s schedule
3. Reassign employee’s shift
4. Reassign employee’s task
5. Remove employee from the time slot
TRAINING MODULE 401: Quick Overview
Internal Use Only
4D. Publish Schedule
1. Add and fill more scheduling
slots
2. Checkmark “Publish”
3. Click “Save Changes” button
4. Notice the published week is
highlighted in GREEN
TRAINING MODULE 401: Quick Overview
Internal Use Only
4D. Publish Schedule
Published Schedule perform the following:
i. Schedule is exposed to Employee (on WebPunch)
ii. Schedule Tracker and Attendance forms are enabled
iii. Auto-split and Unscheduled Punch blocking is enabled
TRAINING MODULE 401: Quick Overview
Internal Use Only
Q & A
Internal Use Only
TRAINING MODULE 402:
Managing Schedules
Features covered in this segment:
o Copying Schedules
o Attendance Report
o Schedule Tracker
Internal Use Only
Copying Schedules
• You can create schedules by copying from a predefined
template or from previous week:
• You can extend an existing schedule by 12 weeks
• You can copy from previous week with or without
employees assigned
• You can copy from a weekly template to one or more
weeks.
TRAINING MODULE 402: Managing Schedules
Internal Use Only
Copying From Previous Week
From Desktop select Shift & Schedules
1. Select Site
2. Select your
schedule
3. Extend your schedule date
TRAINING MODULE 402: Managing Schedules
Internal Use Only
4. Select a new date range
5. Click on “Fetch Plans
From” dropbox and select
copying from Previous Week
with or without resources
6. Click Copy button
7. New Schedule appears
TRAINING MODULE 402: Managing Schedules
Copying From Previous Week
Internal Use Only
Copying From Template
From Desktop select Shift & Schedules
1. Select Site
2. Select your
schedule
3. Extend your schedule date
TRAINING MODULE 402: Managing Schedules
Internal Use Only
4. Select a new date range
5. Click on “Fetch Plans
From” dropbox and select
copying from Template with or
without resources
6. Click Copy button
7. Select template
8. Select copying ranage
9. Apply the template
10. New Schedule appears
TRAINING MODULE 402: Managing Schedules
Copying From Template
Internal Use Only
Attendance Report
From Desktop select Timesheets
1. Click “Attendance Report” link
TRAINING MODULE 402: Managing Schedules
Internal Use Only
Schedule Tracker
From Desktop select Timesheets
1. Click “Weekly Schedule Tracker” link
2. You can reassign employees in past and future time slots
TRAINING MODULE 402: Managing Schedules
Internal Use Only
Q & A
Internal Use Only
TRAINING MODULE 403:
Optional Features Setup
Features covered in this segment:
oEmployee Qualifications
oEmployee Block Calendar
oAuto-Splitting Based on Schedule
oBlocking Out-of-Schedule Punches
oUsing Stations
oShift Scheduling
oBudgeting from Schedules
oScheduling Imports
Internal Use Only
Define Qualifications
TRAINING MODULE 403: Optional Features Setup
From Desktop select Shift & Schedules
1. Click “Qualification Search” link
2. You add/edit qualification
3. You can assign qualifications to one or many posts
Internal Use Only
From Desktop select Employees
1. Select Employee
2. Click Qualification Tab: Assign pertinent Qualification to an employee. Employees
with valid qualifications will be listed during resource assignments in schedules.
Assign Qualifications
TRAINING MODULE 403: Optional Features Setup
Internal Use Only
From Desktop select Employees
1. Select Employee
2. Click Block Calendar Tab: Define time-blocks that employee is not available for
scheduling. Blocked times are displayed during resource assignments in schedules.
Employee Block Calendar
TRAINING MODULE 403: Optional Features Setup
Internal Use Only
Auto-Splitting Based on Schedule
Process Overview
1. Enable Auto-Splitting in Pay Group Page
2. Define shifts for each splitting time block
3. Define schedules
4. Publish schedules
TRAINING MODULE 403: Optional Features Setup
Internal Use Only
Auto Splitting Timecards Based on Schedule
1. Enable Pay Group flags to auto splitting based on schedule
2. Define shifts for each splitting time block
TRAINING MODULE 403: Optional Features Setup
Internal Use Only
Auto Splitting Timecards Based on Schedule
3. Define Schedule and Assign Resources
4. Publish Schedule
TRAINING MODULE 403: Optional Features Setup
Internal Use Only
Auto Splitting Timecards Based on Schedule
Employee punches IN/OUT once and the Time is splitted
according to the schedule:
TRAINING MODULE 403: Optional Features Setup
Internal Use Only
Blocking Out-of-Schedule Punches
Process Overview
1. Enable Block Scheduling Exception in Pay Group Page
2. Define shifts for each splitting time block
3. Define schedules
4. Publish schedules
TRAINING MODULE 403: Optional Features Setup
Internal Use Only
Auto Splitting Timecards Based on Schedule
1. Enable Block Scheduling Exception flag in Pay Group
2. Define Shift Exception Limits
3. Designated Employee’s punches outside of this limit requires
approval. Punch must arrive from Time devices. Web Time
Entry is automatically approved.
TRAINING MODULE 403: Optional Features Setup
Internal Use Only
Using Stations
i. From Desktop select Stations
ii. Create Stations by Site
iii. Select Stations in during Scheduling Time Slot setup
TRAINING MODULE 403: Optional Features Setup
Internal Use Only
Shift Scheduling
Allow employee’s default shift to change based on their time or day of
arrival
• A new Shift-Schedule tab under the Site Profile page
• The employee’s time is modified based on their Shift
o Meal Break Rules/Other Break Rules
o Shift Exceptions
o Shift Min/Max
TRAINING MODULE 403: Optional Features Setup
Internal Use Only
Q & A
Internal Use Only35
Upcoming Education
• New Time & Attendance Technologies for Tracking the Mobile
Workforce Webinars. May 30: 10:00 cst
• California Wage & Hour Labor Law--Avoiding Common Pitfalls with a
Distributed Workforce. June 26: 12:00 cst
• How to Avoid Costly Wage & Hour Pitfalls for Healthcare Employers
with a Distributed Workforce. Sept 25: 12:00 cst
• How to Avoid Costly Wage & Hour Pitfalls for Employers in the
Hospitality Industry. Nov 6: 12:00 cst
Register at www.EPAYsystems.com
Internal Use Only36
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