BackOffice Default settings for Scheduling

Overview

TrackTik's scheduling module offers numerous benefits that streamline workforce management and enhance operational efficiency. Automating the scheduling process significantly reduces administrative workload and minimizes errors associated with manual scheduling. The module allows for creating customizable templates, making it easy to manage recurring shifts and adapt to last-minute changes. Review the sections below to configure your company's back office default scheduling settings.

Schedule Default Settings

Default settings for Schedules & Attendance will be applied for the whole region unless you override them at the Site or Zone levels. To configure the default settings for scheduling:

  • Go to Settings
  • Select BackOffice Default
  • Go to the Schedule Default Settings section and complete the following:

    • Choose a cycle first date- Choose between or 14 days from the drop-down menu for either a weekly or bi-weekly scheduling cycle.
    • Schedule Template First Day of Week—This will be the default starting day for each schedule template. If the default is set to a Monday, the template will repeat from Monday to Sunday (based on a seven-day schedule cycle). If the start date for a specific site is set to a Thursday, it will repeat from Thursday to Wednesday (based on a seven-day schedule cycle). This will continue unless a change is made to the schedule cycle or the first-period start date.
    • Allow scheduling for closed business days—You can identify days when the site is not occupied, such as weekends for an office building, and adjust the schedule for those days. Choosing Yes from the drop-down will add the option to your schedule template to create a unique schedule for closed business days. 
    • Minimum rest period between shifts (in hours)-Enter the number of hours as a minimum rest period between shifts. This will apply to both published and unpublished shifts and allows you to address jurisdictional requirements regarding scheduling.
    • Manage hard skill requirements- Different positions may have different skill requirements. You may have certain, non-optional requirements (hard skills) for particular positions and shifts. Depending on your business needs, you can choose one of three options from the drop-down:
      • Permit the scheduling of unqualified employees to shifts with hard skill requirements— TrackTik will show all employees, regardless of their skills, in their employee profile. This allows for the flexibility of scheduling employees who do not have the necessary hard skills in their employee profile to positions that require them. When you add the employee to the schedule, you will receive a warning that the employee doesn't meet the requirements.
      • Permit the scheduling of qualified employees with expired hard skillsBy default, TrackTik will show you only employees with the necessary skills in their employee profiles. If a skill (for example, a firearms license) is expired, you will be shown a warning before you add them to the schedule.
      • Block the scheduling of qualified employees with expired hard skills—TrackTik will block you from scheduling any employees who have expired or missing hard skills.  

    • Auto Approval of Shifts—You can set TrackTik to approve shifts automatically rather than
      manually approving each one. Choose from the three options in the drop-down.
      • Do not approve automatically - You will process shift approvals manually.
      • Adust shifts to the schedule time when inside the ranges below - Using the sliders, you can set a grace period of up to thirty minutes before and after the shifts' scheduled beginning and end. If a security guard meets the threshold of both grace periods when clocking in and out, TrackTik will approve their shift.
      • Approve automatically- Regardless of when a security guard clocks in or out, TrackTik will approve the shift when it's completed.
    • Rounding Rule- Automatically round the length of the shifts to the nearest three, five, six, ten, or fifteen minutes. This will apply to shifts that you approve individually and to shifts you approve as part of a batch. Hovering over the Clocked hours on the Schedules & AttendanceHR & Payroll, and Billing screens will display the rounded time and the actual hours. It will also add a Rounded Hours column to any exports with shift hours.

    • Block assigning an employee to a shift within a locked payroll period—If you check this box, you cannot assign an employee to a shift within an approved and locked payrun.

  • Scroll to the bottom of the screen and click SAVE DEFAULT SETTINGS.

 

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