Scheduling and Attendance: Scheduling How To

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What is the difference between the schedule and the template?

There are two different active views of the schedule. First, the Schedule includes all shifts that have been published, whereas the Template displays the recurrent schedule for a site, zone, or department. 

 

Template

You can set the Template to follow a recurring schedule template by site, zone, or department. This allows admins to create templates for each site based on the requirements for the site. For example, some locations may use a weekly recurrent schedule, but this flexibility allows admins to define the recurrent schedule period by weeks or days. Schedule templates are an efficient way to automate recurring or known shifts week after week. Schedulers will use the Rolling Schedule to prepare schedules week-over-week that will be applied repeatedly until the end of the service period. Once the schedule has been prepared for a period, it can be published. This will move those shifts to the Master Schedule.

 

Schedule

The Schedule includes all shifts that have been published from the Template. This is the final version of the schedule for all sites. Typically, the Schedule is only edited for an exception, such as an employee requiring a replacement.

Example: An employee has a doctor's appointment on a Tuesday. Since this is not a recurring appointment, you can make the change in the Master Schedule. If the employee has recurring visits, you can replace the employee in the Rolling Schedule, which can replace the employee for every recurring Tuesday shift.

 

Publishing Shifts

It is the action of making the schedule viewable/available. It will allow the schedule to flow to many different areas in TrackTik.

Publishing shifts allows employees to see the shifts in sites, zones, and departments. This feature allows schedulers to distribute schedules to employees regularly without changing the schedule. Once a Scheduler is satisfied with a site’s schedule, they can publish those shifts. You can only edit published shifts from the Schedule, not the Template.

Distributing Schedules

Simply put, it is the action of sending the schedule to all affected employees by email.

The email address in each employee's profile is the one used to send the published schedules. Therefore, it is recommended to include an employee's email address in their employee profile to receive schedules.

 

Skills and Attributes

 

Skills and Attributes (certifications, permits, uniforms, etc.) are assigned to an employee to note whether the employee is compliant with a position or shift requirements. 

There are three different kinds of requirements. 

Soft Requirements: These are skills or certifications that are preferred but not required for the position. Employees can be scheduled if they do not meet the Soft Requirements for a shift, but you will inform the scheduler of the discrepancy.

Conditional Requirements: The employee must have at least one of the conditional requirements to work at the position.

Hard Requirements: These are required skills, certifications, or permits for a shift. It will block employees from the shift if they do not possess the credentials defined in the Hard Requirements.

Please refer to the Guarding Suite manual for more information on Skills and Attributes.

 

Payrun

 

The Pay Run is a defined period that includes all hours for which an employee will be compensated during a pay period. The Pay Run is the recurring time period that defines what shifts and hours will be included in a pay period. For example, an employee who is paid every week would have a 7 day Pay Run.

 

Pre-Process a Payroll

 

This is the first step in processing payroll and constitutes a mock process for payroll. The Pre-Processed data notifies administrators of conflicts before they process the payroll. In addition, it notes all the exceptions present in the current period, such as unapproved shifts, and allows administrators to correct any discrepancies before payroll is officially processed.

 

HR / Employee Profile

 

The Employee profile is accessible directly within the scheduling. It provides a quick view of employee information, including availabilities, pay rate, site assignments, skills and attributes, and other information that may influence scheduling decisions.

 

Overtime Period and Cut-Off Day

 

Overtime is calculated every 7-day period. Overtime rules can be different site-by-site. Since employees need to navigate different sites and different rolling schedules, the Overtime Period can be defined by an employee. The Cut-Off day marks the end of an overtime period. For example, the Cut-Off day for overtime could be set to a Monday. This would end the overtime period and effectively restart overtime calculations each Monday. The Overtime Cut-Off day provides a way for the system to understand where rules like "consecutive days" should be ended and restarted.

 

Posting to the Shift Board

 

The Shift Board is a calendar view that can be accessed through the employee portal and allows employees to pick up extra shifts. In addition, this board is accessible to administrators with permission to review posted shifts and post new ones.

If the Shift Board is enabled, this will allow Schedulers to post uncovered shifts. The Shift Board collects all unassigned shifts, making them available to employees that meet the criteria for the shift.

 

Availabilities

 

Availabilities work on a recurring weekly schedule. Employees can have three different classes of availability. These are color-coded for easy identification: 

Green: The employee is available to work and can be scheduled without exception.

Yellow/Orange: The employee is available if needed but preferably will not be scheduled during this time. The employee can be scheduled, but the system will notify the scheduler that there could be issues with the employee accepting the shift.

Red: The employee is unavailable to be scheduled during this time and will be blocked from accepting shifts.

 

Preferred Schedule Publish Frequency

 

This is the recurring period for posting a new schedule. Typically, schedules are posted weekly, bi-weekly or semi-monthly. The Preferred Schedule Publish Frequency is a timer in the system that will notify schedulers when a new schedule needs to be prepared and posted.

 

Target Weekly Hours

 

Target Weekly Hours allows Schedulers and Admins to set the expected weekly hours for an employee. This will trigger notifications for Schedulers while assigning shifts. It also helps ensure that employees are provided the hours they expect each week. Since employees can be paid hourly or salaried annually, this also ensures that salaried employees are scheduled for a complete week.

 

Features That Require Scheduling

 

For some features to work, the Scheduling Module will need to be activated and configured beforehand. Three key features require Scheduling:

IVR system: It stands for “Interactive Voice Response.” It is a system that allows employees to clock in/out for their scheduled & published shift using a phone number specific to each region of the TrackTik portal. It also allows “Shift offer by SMS” from the “Replace Window.”

BYOD: It stands for “Bring Your Own Device.” Used in conjunction with Departments to allow a user to use their own mobile phone to work and only connect if they have a published shift on the schedule of a site or a zone.

Lone Worker: This allows a user working alone to signify their presence through the mobile application or the IVR system. Their scheduled check-in will be embedded in their regular shift schedule.

 

Schedules and Attendance: Overview

The preview section provides quick access to critical data. Each of the options in the Overview section provides a high-level view of scheduling data.

Access this section by following this path:

Dashboard > Schedules & Attendance > Overview Section

 

The Live Schedule

The Live Schedule provides an overview of schedules at sites, zones, and departments. You can also perform many scheduling functions from here.

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Live Schedule Color Coding

  • If the shift is Vacant and missed, Background color = red + left side = red
  • If the shift is assigned and missed, Background color = none + left side = red
  • If the shift is assigned and completed, Background color = none + left side = green
  • If the shift is assigned and status_in, Background color = none + left side = blue
  • If the shift is assigned and late, Background color = none + left side = yellowdfe118d3-77cc-4cf0-83b4-b095f59c692a.png

Red Shift: Vacant shift past and future. The shift that is scheduled on the current date is not currently being worked.

Yellow Shift: Shift that has passed and was not worked.

Green Shift: Shift that has been worked.

Purple Shift: Shift in the future that is assigned (rolled).

Grey-blue shift: Shift in the future that is assigned (not rolled).

Light Blue Shift: Shift that is currently being worked.

Black Background (Not Pictured): Shifts on closed days appear with a black background.

In Account Schedules

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Red Shift (left side only): Shift has not been worked (no punch).

Red Shift (left side and tile): Shift is vacant and not worked.

Green Shift: Shift that has been worked.

Light Blue Shift: Shift that is currently being worked.

 

Additional Overview Features

Dashboard: The scheduling dashboard provides a high-level overview of scheduling exceptions and general information about scheduled shifts and attendance.

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  1. Vacant Shifts: Shifts beginning within the specified time periods that do not have a guard assigned.
  2. Unconfirmed Shifts: Shifts that guards have not confirmed.
  3. Hours Summary: This window provides a count of hours and shifts within the specified time periods.
  4. Attendance Exceptions: View the number of exceptions for each type that occur within the specified time periods.

 

Schedule Overview:  View calendar of all scheduled shifts, including all employees and all sites.

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Employee Settings: Provides access to all employees and their related information, including name, title, pay type, and listing if they’re an employee or contractor. In addition, it provides their main contact number in the Employee Settings panel. 

Provides access to a calendar view of the selected employee’s schedule or loads their actual schedule allowing for it to be modified on the fly.

The Setting button provides access to the employee’s Settings, including their HR profile, Skills & Attributes, schedule availability, among other settings. One other feature provided here is the ability to terminate an employee quickly.

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Labor Budget P&L: This feature is dedicated to providing insight into Profit & Loss per account based on payroll hours and billing hours.

To set the permissions to work with the Labor Budget P&L report, go to Settings → Roles & Security → Admin Portal Roles → Choose any Role → Click on Scheduling permission → “View Labor Budget P&L.

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  • This permission controls the “Labor Budget P&L” tab.
  • Go to Dashboard → Schedules & Attendance → below Overview →  Labor Budget P&L
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Shift Tiles

You can manage shift start and end times from within shift tiles, swap out guards, approve time, add shift notes, and more. Shift tiles are accessible from the Live Schedule and within the site, zone, and department schedules.

Click on a Shift tile to view the information it contains.

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  1. Replace Button: Replace the guard assigned to the shift with another guard.
  2. Cancel Button: Cancel the shift.
  3. Shift Information:
    1. When the shift is starting
    2. Employee: The first and last name of the employee
    3. Date: The date of the shift
    4. Time: The start date and time of the shift.
    5. Hours: The hours clocked by the employee.
    6. Site: The name of the site.
  4. Shift Pay Codes: A breakdown of the number of hours by pay code.
  5. A breakdown of the number of hours by pay code and by day.
  6. Split Button: Split the shifts between two guards.
    1. Click the Split button.
    2. Select the time to split the shift.
    3. Select the employee and the break via minutes for the first shift.
    4. Select the employee and the break via minutes for the second shift.
    5. Click Save.
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Shift Information Tab

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Replace Button: Click this button to select a different guard to work the shift.

Employee: The employee's name.

Date: The date of the shift.

Time: The start and end times of the shift.

Site: The name of the site or account.

Position: The name of the position.

Add Break: This button allows you to add a break manually.

Punch: The date and time of the punch in and the punch out.

Below the punch data is information about how the punches occurred.

  • System auto clock out: This automated feature clocks the guard out after a certain period of inactivity.
    • If the shift is scheduled 7 hours after the scheduled end time, it will close at the scheduled end time if no activities have been logged between the end time and now. If there has been an activity after the scheduled end time, it will use the last activity time. It will only close the shift at the scheduled end time or the time of the last activity after there have been at least 2 hours of no activity.
    • If the shift is unscheduled, 15 hours after the clock-in time, it will close at 8 hours after the clock-in time if no activities have been logged in the last 7 hours. If there have been activities in the last 7 hours, it will use the last activity time. It will only close the shift at the 8 hours mark or the time of the last activity after there have been at least 2 hours of no activity.
  • Batch Interface: Punch was done with the batch time clock feature.
  • Browser: Punch was done with an onsite license.
  • Mobile Application: Punch was performed on a mobile device

Shift Pay Codes: The pay codes and the number of hours break down for the shift.

Overtime Period Start: The day on which the overtime clock re-sets.

Daily Shift Breakdown: This section shows a breakdown of shifts for the period and the number of hours assigned to each pay code.

 

The Edit Schedule Tab

The Edit Schedule tab allows you to make changes to the scheduled shift.

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Scheduled Date/Time

  • Time Range: The start and end times of the shift.
  • Shift Start Date: The date when the shift begins.
  • Break (in minutes): The duration of the break-in minutes.

Position Option

You can either use a position at the current site or search for a position at all sites/accounts.

Note: Archived positions will be available for selection in this section.

Employee

  • Type: Select from employees assigned to the site, or search all employees.
  • Employee: The name of the selected employee.
  • Comment/Note (Optional): Enter an optional note in this field.

 

The View Notes Tab

Use this tab to view and enter shift notes.

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Note/Comment: Enter notes about the shift.

Add as billing note: For reference purposes only. Check the box to flag the note as a billing note.

 

Time Approval Tab

Use this tab to approve the shift and change the approved hours or billing or payroll hours.

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Payroll: Select the option to pay or not pay the shift.

Billing: Choose the option to bill or not bill the shift.

Options: Select the option of a regular shift or of time off.

Approved: Enter the approved number of hours.

Payroll Override: The number of hours to be paid is different from approved hours.

Billing Override: Enter the number of hours to be billed if different from the approved hours.

Overrides Payroll Rate: Enter a rate to override the existing payroll rate.

Overrides Billing Rate: Enter a rate to override the existing billing rate.

 

Default Settings

To use the Scheduling & Attendance Module, you must set the defaults. Default settings will be used across the platform unless you decide to override them in specific locations such as a site, zone, or a complete department.

Settings > BackOffice Configurations > BackOffice Default > Schedule Default Settings.

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Follow the guidance below to set your own defaults.

 

Choose a Cycle First Date

Unless changed for a specific zone, site or department, this will be the default duration of the template. Default options are 7 or 14 days. 

To apply a specific cycle setting to a zone, site, or department, follow one of those paths: 

Sites (Client) > Select Site > Schedules > Prepare > Settings

Sites (client) > Site Zones (Groups) > Select Zone > Schedules > Prepare > Settings

Employees > Department > View desired Department > Schedules > Prepare > Settings.

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You can also configure the following settings at the site, zone, or department level on this screen.

Show Closed Days in Template: Differentiate between closed days and days when the client is open.

Allow Shift Board Self-Schedule: This setting allows guards to schedule themselves for vacant shifts that have been posted to the shift board.

Schedule Cycle: Choose from 7-day, 14-day, and custom options. This setting determines the length of a single schedule template period.

First Period Start Date: Your template begins on this date. The day on which this date falls is when your schedule cycle will begin each period. See Schedule Template First Day of Week.

 

Schedule Template First Day of Week

Unless changed for a specific zone, site or department, this will be the default starting day of the week for each schedule template.

If the default is set to a Monday, the template will repeat from Monday to Sunday (every 7 days schedule cycle). If the start date for a specific site is set to a Thursday, it will repeat from Thursday to Wednesday (every 7 days schedule cycle). And will continue unless a change is made to the schedule cycle or the first-period start date.

To apply a specific cycle or template setting to a zone, site, or department, follow one of these paths: 

Sites (Client) > Select Site > Schedules > Prepare > Settings

Sites (client) > Site Zones (Groups) > Select Zone > Schedules > Prepare > Settings

Employees > Department > View desired Department > Schedules > Prepare > Settings.

 

Preferred Schedule Publishing Frequency

Default options are Weekly, Bi-Weekly, or Monthly. 

When publishing, all shifts will publish by default to zones, sites, and departments. 

You can also publish to sites, zones, or departments only or publish to a specific one of these entities. To do so, follow one of these paths.

Dashboard > Schedules & Attendance > Live Schedule > Publish Schedules

Sites (Client) > Select Client > Schedules > Prepare > Publish.7bd98250-05d4-4bce-94cb-4e7b11ae1f3c.png

Allow Scheduling For Closed Business Days

Identify days when the site is not occupied, such as weekends for an office building, and allow specific shifts to be scheduled on those days. This option will be added to your template to allow a special schedule on those days. 

To set up a special schedule on closed business days, follow this path:

Sites (Client) > Select Client > Schedules > Prepare > Template > Settings > Closed Days.

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Request Employee Schedule Acknowledgment

The schedule must be published before it can be distributed. Distribute the schedule via email to allow employees to confirm their shifts directly from their email. They will receive an automated email based on the range for which the schedule was distributed.

To distribute a schedule, follow this path:

Sites (Client) > Select Client > Schedules > Distribute Schedule.

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Until employees acknowledge their schedule, the Dashboard will display red tiles with numbers. This represents the number of shifts that have not been acknowledged. Next, you can look at the unconfirmed and find a specific employee. From there, you will have access to each unconfirmed shift. 

To access it, follow this path:

Dashboard > Schedules & Attendance > Dashboard > Unconfirmed Shifts.

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Minimum Rest Period Between Shifts

Enter the number of hours. This will enforce a minimum rest period between shifts when an employee is scheduled. Note that a shift does not need to be published for this to work.

  • In your portal, go to Settings → Settings. The System Configs screen appears.
  • In the left menu, click Scheduling.
  • For the field Send Late Clock-Out Alert after (in minutes), enter the number of minutes for the grace period after the shift ends to trigger the clock-out notification.
  • Click Save.
  • Mobile users will get a pop-up message with the following options:
    • Clock out & Stay Signed In
    • Clock Out & Sign Out
    • Snooze (5 min). If the mobile user is still on duty, they will have the option to snooze this reminder message for 5 minutes until they are asked to clock out again. If the user has the shift extended, the alert will stop.

Note: As long as a user has a scheduled shift and is clocked in, the user will get the clock-out reminder notification. If a user clocks out but is still signed in, then the user will not get the notification.

 

Send Late Clock-Out Alert

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Reports

The Reports section is your one-stop shopping for the information you need. Information can be downloaded easily, and it is a great analytical tool that provides a broad view of services, employees, and schedules.

View the Reports Section here:

Dashboard > Schedules & Attendance > Reports Section.

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Hourly Services: Get access to the complete list of hourly services, with all their details such as regular pay rate, overtime pay rate, billing information, and much more.

Employee Summary: This summarizes the employees’ scheduled hours and views the employees' schedules.

Scheduling Summary: Provides a summary of all schedules and their respective information for a specific time frame.

Schedule Preparation

The Schedule Preparation section is where Schedulers will create Schedule Templates and assign shifts to employees. 

Access this section by following this path:

Dashboard > Schedules & Attendance > Schedule Preparation Section.

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The options in this section allow schedulers to create shifts at different operational entities such as Sites (Clients), Departments, or Zones. From the Schedule Preparation section, select where you would like to schedule the employee’s shifts.

Sites (Clients): Dedicated or static employees can be scheduled at sites because their duties never require them to leave the assigned site.

Departments: Administrative staff and salaried supervisors can use the Departments option.

Zones: Mobile or patrol employees should be scheduled at zones since their duties typically require them to visit several sites during their shift.

 

Attendance and Resolution

The Attendance and Resolution section provides a view of real-time time attendance. Additionally, this section provides options for different expectations typically managed by schedulers. This section can be used to monitor attendance and forecast issues in the schedule. Each option in this section serves a specific purpose for managing shifts.

To access this section, please follow the bath below:

Dashboard > Schedules & Attendance > Attendance & Resolution Section.

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Attendance Watch: View the real-time time and attendance of employees. The visual layout provides a quick view for determining if employees showed and clocked in as scheduled. This section also provides information about Lone Worker check-ins.

Batch Timeclock: It is the option where schedulers will be able to clock users in or out.

Vacant Shifts: Get a list of all vacant shifts and assign them to employees.

Unconfirmed Shifts: Access the list of scheduled shifts that an employee has not yet confirmed. 

Proposal Queue: View shifts that have been offered to employees and whether they have accepted the shifts.

Shifts Notes: Consult and read all notes created during shifts in a single place.

 

Creating a Position 

Positions are used across the platform for many key features such as Scheduling, Billing, and Mobile Patrol. You must have at least one position at a site, zone, or department to schedule employees within said location.

You can create positions at sites, zones, or departments.

From a Site:

Sites (Client) > Select Site > Overview > Positions > Create a Position.

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From a Zone:

Sites (Client) > Site Zones (Groups) > Select Zone > Positions > Create a Position

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This will then open the Create a position window that you can fill in.

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Post Base Settings

The Post Base Settings are essentials to identify and define the Position and communicate important information to the employees when sending them their schedule.

 

Post Name and Post ID: They will help you search for specific positions in the future, so use a name or an ID that makes sense and that you will remember.

Short Description of Tasks: This is for internal use only and should describe the activities that employees will have to provide.

Schedule Memo: Gather the information you wish to provide the employee scheduled for this position. For example, you could remind employees to dress according to the weather for an outdoor post. This information will be available on the email distribution of the schedule.

Status: Can be either “Active” or “Archived.” If the position is still in use and you want to use it as part of your scheduling process, then make sure it is active; otherwise, you can archive it, so it doesn’t appear anymore.

Compliances

Requirements are also commonly referred to as Skills & Attributes. This section links the right skills and attributes to each position. This step is key as it will allow only the right person with the right skill set to work in each position. 

Hard Requirements: They are requirements that the employee MUST have to be assigned the position. Meaning someone without them won’t appear in your search if you try to assign the position.

Conditional Requirements: The employee must have at least one of them to work at the position.

Soft Requirements: They are the preferred requirements; consider them as nice to have.

Service Dates

Service dates will allow for better planning to start scheduling and stop scheduling for a position at the right date.

Service Duration: Choose whether you want the position to be an Ongoing Service or a Temporary Service.

Begin Date: This is simply the date from which the position will be available to be scheduled.

Expense Reimbursement: Add Ad Hoc Earning items that will be reimbursed after approval.

 

Skills & Attributes and Positions

Although you can use them separately, Skills and Attributes are an important aspect of scheduling. They can be certifications or permits; they can be skills the employee has or items the employee possesses, such as uniforms. Enabling Skills and Attributes ensures you always have the best available employee assigned to your client.

First, you can assign Skills and Attributes for individual employees. Then, set the Skills and Attributes for a position. Employees will only be able to work at positions where they have the necessary skills and attributes. 

 

The advantages of using skills and attributes include:

Scheduling: Only see employees that meet the necessary compliances for the post/position. Most likely, these compliances will be a requirement from the client that is receiving the service. I.e., site-specific training, firearm license, First aid/CPR training,

Liability: Depending on the country, state, province, or area, your employees will be working. This will help by making sure they meet the minimum requirements to work for the Security Company. I.e., Security Guard Card, Driver’s License, Languages.

Employee Management: With our date fields, you will ensure that all employees renew their certifications on time. TrackTik will warn admin users of soon-to-expire skills and attributes. Default settings will warn the admin 30 days before the expiry date. This setting can be modified to increase or decrease the number of days before a warning is triggered.

Growth for employees: This will help you promote the right employees in their current roles and toward new roles.

 

Creating Skills & Attributes

Please see the article on creating, assigning, and managing Skills and Attributes for more information.

 

Introduction to Schedule Templates

The next step in the scheduling process involves creating Schedule Templates. Templates can be created and followed by Site (Client), Zone, and Departments. You can set up weekly, bi-weekly, and custom length schedules in TrackTik. The most common scenario is weekly schedules.

These are the basic steps involved in scheduling:

  • Create a Template
    • Choose the right Settings
    • Assign employees to the Site
    • Create Recurring Shifts
    • Assign Recurring employees to Shifts
    • Manually confirm Template
  • Switch to the Schedule
    • Create Ad-Hoc Items
    • Assign Vacant Shifts
    • Roll the Schedule to confirm
    • Publish the Schedule on the platform
    • Distribute the Schedule to employees

The following sections describe how to perform each of those steps.

 

Template Definition and Best Practices

The Schedule Template is a pattern that repeats from the time you define a template start date. Therefore, the more information to add to the template, the more time you will save. Keep the following best practices in mind when creating a template:

  • You can define a template at a site, a zone, or a department. 
  • No matter where you create the template, you can also define breaks, shift start and end times, and the number of shifts to be worked each day.
  • If the same person regularly works a shift, assign that person to the shift on the template. However, if different employees cover the shift from week to week, leave the shift unassigned on the template.
  • If configured, you may see one column to set up a template for the site “Closed days.” This will ensure that for each configured closed business day. The closed business day configuration will overwrite the regular schedule. 

To set up a Schedule Template, follow one of those paths: 

Sites (Client) > Select Site > Schedules > Prepare > Template

Sites (client) > Site Zones (Groups) > Select Zone > Schedules > Prepare > Template

Employees > Department > View desired Department > Schedules > Prepare > Template.

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This will open the following window. There, you can create and manage both your Template and Schedule by simply switching from one to the other.

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Follow the path below to access all schedules for all sites, zones, and departments.

Dashboard > Schedules & Attendance > Schedule Preparation section

Some template and schedule modifications can delete shifts. The system will warn you if this is the case.

 

Template Roles and Permissions

Access to the TrackTik Scheduling module depends on roles and permissions.

Admin portal role: When creating an Admin role, you will give one or more of the following viewpoints: Schedule Template, Site Schedule, Live Schedule. Those Viewpoints will give the user access to every site/zone in the region.

Staff portal role:  When creating a Staff role, you will be able to give the following viewpoints: Schedule Template, Site Schedule. This will be available through the Manager Dashboard, and no On-site License is required. It will be limited to the site/zone the employee is assigned to. 

Note: If an employee accesses TrackTik with an on-site license, they will see your published schedules. You can also grant Manager Dashboard access to supervisors. With this access, supervisors will be able to schedule guards for all the sites they manage.

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Create The Schedule Template

Follow the steps below after clicking the Prepare button.

  1. Ensure you are in Template mode.
  2. Choose your Template Start Date.
  3. Click Save. 
  4. Build your Template.

The template will continue to be applied until the end of the service contract for the site.

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If a Template already exists at the Site (Client), Zone or Department, it will automatically load the schedule for the current cycle. Make sure to click the switch button in the upper left-hand corner to TEMPLATE.

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Once a template has been created, it will automatically populate recurring shifts to the active schedule for the Site, Zone, or Department.

 

Settings for Schedule Template

Before creating shifts in the template, follow the steps below to ensure the settings for the template are accurate.

  1. Click on the Settings button above the scheduling grid 
  2. Verify if closed days will affect the schedule. For example, if the location is locked over the weekend, should those days still be shown in the schedule. This allows you to automatically remove days from the calendar where employees would not be required.
  3. The Shift Board allows you to post Vacant Shifts to a community board where employees assigned to the site can pick up the vacant shifts. 
  4. Set the template cycle duration. The template can be configured to work on a 7-day, 14-day, or custom number of days’ cycle.
  5. Confirm the starting date for the template and click on the Save button.
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Assign employees to the Site, Zone, or Department

Employees must be assigned to a site to be eligible to work shifts scheduled at the site. Be sure to verify that all the employees at this site are presently assigned and available in the list provided on the right-hand side of the screen.

Follow the steps below to register an employee to the site:

  1. Click on the Assign Employee button 
  2. Begin typing the name of the employee. 
  3. Select the employee from the drop-down menu as it begins to populate. If the employee's pay is subject to change based on the post they work at the site, click on the checkbox Overwrite employee pay rate at this site.
  4. Click the Save button and confirm that the selected employee now appears in the list to the right. 

Continue this process for each employee that will be working at the site.

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Bulk Create Shifts Using the Quick Shift Tool

The Quick Shift Tool is the toolbar located above the scheduling grid. This tool allows you to create shifts in bulk quickly. For each position or post, use the Quick Shift Tool to create the recurring shifts for the template.

Follow the steps below to do so.

  1. From the drop-down menu, Choose a Position and select the post/position where the shifts are to be scheduled—for example, patrol zone, law enforcement, civilian employee, etc. 
  2. In the next field, add the time range for the shifts.  Note: The shift time field supports both AM/PM and 24 hr. time formats. Add a comma between the shift times to add more than one shift at the same time. Example: 04:00-13:00,12:30-21:30.
  3. Enter the duration of unpaid breaks for the shifts. 
  4. If multiple shifts are to be created, enter the number of shifts to create for the times listed above.  Note: This is effective when scheduling multiple employees simultaneously at the same site and post. Select the days of the week these shifts are to be scheduled.
  5. Click the ADD button.

The shifts will now appear as unassigned shifts.

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Assigning Guards to Shifts or Deleting Shifts

You can select multiple shifts by clicking and holding the left mouse button while dragging the cursor to select an area on the screen. All the shifts included in the selected area will then be selected to be modified.

 

Assign Guards To Shift

Assign a Guard: With a shift(s) highlighted, click on the blue arrow button in the employee's tile to assign the employee to the selected shifts.

Deselect Shifts: Release the selected shifts without editing them.

Delete: Delete shifts in bulk by clicking the Delete button at the bottom of the screen.

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Continue creating shifts and assigning guards until the template is complete. Keep in mind the shifts scheduled while in the Template view will automatically populate in the Schedule. If the assigned guard does not cover a specific shift regularly, leave it vacant in the template to be assigned in the schedule.

 

Unassign Guards From Shift

At any time, you can unassign a guard from a shift by setting the shift to vacant, assigning a different guard to the shift, or posting the shift to the shift board.

Set The Shift To Vacant

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  1. Click on the shift.
  2. Select the Vacant Shift option

 

Assign A Different Guard

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  1. Click on the shift.
  2. Select the guard you would like to assign.

 

Add The Shift To The Shift Board73f309a9-cf37-4481-9515-430b705cd5da.png

 

Using Availabilities

If you set up availabilities for employees, shift tiles will show flags indicating whether the employee is available, may be available, or is not available. This will prevent schedulers from accidentally assigning employees who are not available to work.

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Note: Availability flags will show in the Schedule view only.

You can set employee availability in the employee file in the Availabilities tab.

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Green: Available

Yellow: May be available

Red: Not available.

Please note that guards and clients do not use this feature as availability is updated manually by administrators. Instead, it is best practice to have the guard complete a report template outlining their availability. The administrator can then enter the availability according.

Time Off Requests

You can enter a time of request for an employee in the employee’s file by clicking the HR Profile button then Time Off.

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First Day Off: The first day of the employee’s time off.

Return Date: Last day of the employee’s time off.

Description: The reason for or type of time off.

Click the Create Time Off button to add the time off.

Schedulers will be blocked from assigning the employee to shifts during the time-off period.

 

Confirm the Template

Once all shifts have been added, confirm that the template is complete. Review the template and remember, what is shown in the Template view will continue to populate week after week. Leave some shifts vacant if a different employee may work those shifts in a given week. These vacant shifts can always be assigned as a one-time occurrence in the Schedule.

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Switch From The Template To The Schedule

Once you have scheduled all known shifts in the template, change your view to the Schedule view. Here, you can finalize the schedule and publish it. Next, edit the schedule for one-time or non-recurrent shifts and assign vacant shifts from the template. 

Select a date range that includes the template start date. If no shifts appear, it may be because the date range is not filtered for dates where the template is applied.

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Creating Ad-Hoc (one time) or Non-Recurrent Shifts

One-time shifts must be created in the schedule view. This gives you the ability to create a shift that will not populate to the schedule week-over-week.

Follow the steps below to create one-time shifts in the schedule.

  1. Hover over the bottom of the post/position and day in the schedule grid. 

Note: A light blue “+” button will appear, click on this button. 

  1. Enter the information for the ad-hoc shift. 
  2. Click on the Create button.
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In the example above, the Security employee post/position shift on Thursday the 9th will only appear on that date. Therefore, it will not be copied forward to the following Thursdays as it would in the Template view.

 

Assigning Guards To A One-Time Shift

Shifts configured in the Schedule view will occur once. 

Follow the steps below to assign an employee to a specific shift.

  1. Click on the shift. 
  2. Select the employee to assign and click on the arrow button in the selected employee's tile.

Note: The color of the shift should change, indicating it has been selected. 

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Note: The guard will be flagged if they are unavailable to work.

 

Roll the Template

To better manage many shifts, there is an option to apply the Template to the site with up-to-date information without making it public. This will help you finalize your Schedule.

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This option is called “Rolling the Template” and will help you validate the schedule for:

Potential Conflict:  If there is a conflict of schedule for an employee part of your template, the shift will become vacant, and a yellow warning triangle will appear. Hovering over that triangle will let you know why this shift became vacant.

Overtime: A red square displaying the amount of OT (Over-Time) hours for the shift will appear for each employee on your template, if applicable.

Time-Off: If time off requests have been submitted by employees that are on your template, the shift will become vacant with a yellow warning triangle, just like a schedule conflict.

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Note: The Roll Templates button will only appear if Template validation is required before publishing. That will allow the Scheduler to plan for every adjustment before publishing. Publishing makes the schedule available to employees.

 

Publish the Schedule

The Schedule is not visible to guards before publishing. The Scheduler should only publish once all the changes have been made. Published shifts turn from grey to a solid bright color.  

Published shifts are accessible in the following places: TrackTik Mobile application, Employee portal, Distribution email sent to the employees affected, and in the IVR system by texting the word “Schedule.”

If using the Interactive Voice Response (IVR) system or Bring Your Own Device (BYOD), employees cannot clock into published shifts. 

Follow the steps below when you are ready to publish.

  1. Confirm that the date range is correct. 

Note: This information will also be shown in the pop-up window. All shifts included in this date range will be published and made available. 

  1. Click on the Publish button and complete the information in the pop-up window. 
  2. Click on the Save button when ready.

After completing this action, the number of shifts shown in the Publish button should change to zero, indicating that all shifts shown have been published. 

Note:  Even published shifts can be edited later. However, the changes will need to be published and redistributed.

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Distribute the Schedule

You can then distribute by email schedules that you have published. This email will include the name and the address of the site/client, the position, and the schedule memo at the position level, if applicable.

TrackTik will alert you if the employee has no email address in their profile. You will be able to add an email for that employee after the first scheduled distribution. Add the email in the employee profile, then go back and distribute again for anyone with a new email address.

If the employee doesn’t have an email address and will not have one, the distribute button will remain green, indicating the employee did not get a schedule. You can then follow up with the employee to provide them with their schedule or ensure they will use another method to get the schedule (mobile app, employee portal, IVR if set up).

You can distribute a schedule from the following areas:

From the main menu: Dashboard > Schedules & Attendance > Schedule Preparation section

From a Site: Sites (Clients) > Select Site > Schedules

Follow the steps below to distribute the schedules.

  1. Click on the Distribute Schedule button. 
  2. Validate the date range to be published and review the number of schedules and employees who will receive it by clicking Next.
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Guards will receive an email with the list of shifts that they have been scheduled for. In addition, an acknowledge button will appear if you said yes to requesting employee acknowledgment.

 

Update the Schedule

You can modify a Schedule once it has been published and distributed. Then, however, it will be necessary to distribute the changes to the schedule again. Rather than re-sending the entire schedule, the system will prompt you to send only updates for the shifts that have been modified since the schedule was originally distributed.

The Notify Changes button will only appear if there is a need to send updates to employees. You can access the Notify Changes button here:10ee325f-475c-43d5-8994-fdcc3d2924bc.pngfc4e4067-b2ed-4f1b-9c54-04c185dfab50.png

Dashboard > Schedules & Attendance > Schedule Preparation section

Follow the steps below to notify employees of schedule changes.

  1. Click on the Notify Changes button next to the Distribute Schedules button. 
  2. Select and confirm the date range for the updated shifts. 
  3. All modifications in the date range shown in the dialogue box (4 weeks from the current date) will be distributed once you click on the Save button.

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