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Scheduler User View Reference Guide

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Overview

User view allows you to view the schedule organized by user. Use user view if you prefer to think about schedule coverage based on who is scheduled.

Considerations

  • User view can be used in day, week, two-week, and month time views.
  • Time off requests and availability preferences are displayed in this view.

If you’d like to adjust the order that users appear, check out Sorting Users.

Navigate to User View

  1. Go to the Scheduler.
  2. In the View Shifts By menu, click .
  3. Select User from the drop-down menu.
    users drop down

User View Reference

scheduler callouts

Callout a
NameTask Lists / Annotations
Description

Allows you to create Annotations or monitor Task Lists.

Click  to view Task Lists assigned for that date.

Click  to create or edit an annotation.

Callout b
NameSchedule
DescriptionAllows you to select the schedule that you’d like to view and add shifts to. Check here to ensure that you’re viewing the correct team or location’s shifts.
Callout c
NameColor Picker
DescriptionUse to manage how your shifts are color-coded. Shifts can be viewed by shift color, position color, or job site color to help you visually organize your schedule.
Callout d
NameTotal and Daily Hours Counters
Description

Use this row to review the total and daily assigned hours for the week. Click Down arrow button  next to the weekly total to view total OpenShift hours, or combined assigned and OpenShift hours.

Check out Track Hours and Labor in Scheduler for more information about total hours are calculated.

Calloute
NameOpenShift
DescriptionUse OpenShifts to offer shifts to a select group of qualified users. Eligible users can pick up OpenShifts to help ensure complete coverage.
Callout f
NameUnpublished Shift
DescriptionUnpublished shifts are not visible to employees. You can identify unpublished shifts by their diagonal stripes.
Calloutg
NameTime Off
DescriptionThe user has requested time off.
Callouth
NameAvailability Preferences
DescriptionThe user is unavailable all day, or some of the day.  Hover your pointer over the triangle to view the user’s preferred or unavailable hours.
Callout Name Description
 a Task Lists / Annotations

Allows you to create Annotations or monitor Task Lists.

Click  to view Task Lists assigned for that date.

Click  to create or edit an annotation.

 b Schedule Allows you to select the schedule that you’d like to view and add shifts to. Check here to ensure that you’re viewing the correct team or location’s shifts.
 c Color Picker Use to manage how your shifts are color-coded. Shifts can be viewed by shift color, position color, or job site color to help you visually organize your schedule.
 d Total and Daily Hours Counters

Use this row to review the total and daily assigned hours for the week. Click Down arrow button  next to the weekly total to view total OpenShift hours, or combined assigned and OpenShift hours.

Check out Track Hours and Labor in Scheduler for more information about total hours are calculated.

e OpenShift Use OpenShifts to offer shifts to a select group of qualified users. Eligible users can pick up OpenShifts to help ensure complete coverage.
 f Unpublished Shift Unpublished shifts are not visible to employees. You can identify unpublished shifts by their diagonal stripes.
g Time Off The user has requested time off.
h Availability Preferences The user is unavailable all day, or some of the day.  Hover your pointer over the triangle to view the user’s preferred or unavailable hours.

User Options Reference

The user options display information about each user, allow you to update user information and make quick updates to individual user’s schedules.

Employee options reference photo

Callouta
Name  N / N
DescriptionThe user’s scheduled and maximum hours.

  • Scheduled hours: The number of hours the user is currently scheduled to work.
  • Maximum hours: The maximum number of hours the user should be scheduled to work in a single week. You can set this limit in the user’s profile.
Calloutb
Name

(Some shifts confirmed)

DescriptionThe user has confirmed some assigned shifts.
Calloutc
Name

(All shifts confirmed)

DescriptionThe user has confirmed all assigned shifts.
Calloutd
NamePublish [user]’s Shifts
DescriptionClick to publish the user’s shifts.
Calloute
NameUnpublish [user]’s Shifts
DescriptionClick to unpublish the user’s shifts.
Calloutf
NamePrint [user]’s Shifts
DescriptionClick to print the user’s shifts.
Calloutg
NameCopy [user]’s Previous Day / Week
DescriptionClick to copy the user’s shifts from the previous day/week to the schedule you’re currently viewing.
Callouth
NameEdit [user]’s Details
DescriptionClick to update the user’s positions, access privileges, schedules, wages, and other details.
Callouti
NameDelete [user]’s Shifts
Description Click to delete user’s shifts on the current view.
Callout Name Description
a   N / N The user’s scheduled and maximum hours.

  • Scheduled hours: The number of hours the user is currently scheduled to work.
  • Maximum hours: The maximum number of hours the user should be scheduled to work in a single week. You can set this limit in the user’s profile.
b

(Some shifts confirmed)

The user has confirmed some assigned shifts.
c

(All shifts confirmed)

The user has confirmed all assigned shifts.
d Publish [user]’s Shifts Click to publish the user’s shifts.
e Unpublish [user]’s Shifts Click to unpublish the user’s shifts.
f Print [user]’s Shifts Click to print the user’s shifts.
g Copy [user]’s Previous Day / Week Click to copy the user’s shifts from the previous day/week to the schedule you’re currently viewing.
h Edit [user]’s Details Click to update the user’s positions, access privileges, schedules, wages, and other details.
i Delete [user]’s Shifts  Click to delete user’s shifts on the current view.

Use Filters with User View

Use position and job site filters to make sure specific roles or locations have the coverage that they need.

Under View Options on the left side of the scheduler, there is a list of positions and job sites. Select an item in one of these lists to highlight shifts assigned to the select positions or job sites. To view shifts assigned to all positions and job sites again, click Select All at the top of each list.

Frequently Asked Questions

Can I print the schedule in user view? 

Yes. The schedule can be printed in coverage view by clicking    in the top right.

Can I use Forecast Tools in user view?

Yes, Forecast Tools are available in all views as long as the schedule is being viewed by a date range of one week.

Updated on June 26, 2024

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