Learn how to manage scheduling with EPAY Systems scheduling training. Discover how to create schedules, assign employees, define scheduling slots as well as: -Publish Schedules -Budget for Schedules -Block Out-of-Schedule Punches -Use Stations

1. EPAY Systems: Scheduling Training
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
1
Internal Use Only

2. 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

3. TRAINING MODULE 401: Quick Overview
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
o
o
o
Missing Employee Alerts
Schedule Reminder Alerts
OT Finder
Schedule vs Budget ad-hoc Report
3
Internal Use Only

4. TRAINING MODULE 401: Quick Overview
Setup Overview
3. Employee Setup (optional)
1. Base Setup (optional):
o
o
o
o
o Assign Position
o Assign Qualification
o Block Calendar
Positions
Stations
Qualification (by Position)
Pay Group flags (optional)
4. Schedule Setup:
2. Site Setup
4A. Create Schedule
(Start/End dates, Name)
o Shifts




4B. Define Scheduling Slots
(Site, Position, Task, Shift, Number
Shift Duration
Meal/Other Break Policies
Shift Start/End Rounding
Early/Late Limits
of Resources perDay of Week)
o Pay Deferential Rules (optional)
4
4C. Assign employees open slots
4D. Publish Schedule
Internal Use Only

5. TRAINING MODULE 401: Quick Overview
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
Internal Use Only

6. TRAINING MODULE 401: Quick Overview
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
Internal Use Only

7. TRAINING MODULE 401: Quick Overview
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
Internal Use Only

8. TRAINING MODULE 401: Quick Overview
4C. Assign employees open slots
•
Got to Employee Schedules Tab view resource assignments.
Filter by
o Employee
o
o
o
Task
Station
Shift
Internal Use Only

9. TRAINING MODULE 401: Quick Overview
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
Internal Use Only

10. TRAINING MODULE 401: Quick Overview
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
Internal Use Only

11. TRAINING MODULE 401: Quick Overview
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
Internal Use Only

12. Q&A
Internal Use Only

13. TRAINING MODULE 402:
Managing Schedules
Features covered in this segment:
o Copying Schedules
o Attendance Report
o Schedule Tracker
Internal Use Only

14. TRAINING MODULE 402: Managing Schedules
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 a weekly template to one or more
weeks.
You can copy from previous week with or without
employees assigned
Internal Use Only

15. TRAINING MODULE 402: Managing Schedules
Copying From Previous Week
From Desktop select Shift & Schedules
1.
Select Site
2.
Select your
schedule
3.
Extend your schedule date
Internal Use Only

16. TRAINING MODULE 402: Managing Schedules
Copying From Previous Week
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
Internal Use Only

17. TRAINING MODULE 402: Managing Schedules
Copying From Template
From Desktop select Shift & Schedules
1.
Select Site
2.
Select your
schedule
3.
Extend your schedule date
Internal Use Only

18. TRAINING MODULE 402: Managing Schedules
Copying From Template
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
Internal Use Only

19. TRAINING MODULE 402: Managing Schedules
Attendance Report
From Desktop select Timesheets
1.
Click “Attendance Report” link
Internal Use Only

20. TRAINING MODULE 402: Managing Schedules
Schedule Tracker
From Desktop select Timesheets
1.
Click “Weekly Schedule Tracker” link
2.
You can reassign employees in past and future time slots
Internal Use Only

21. Q&A
Internal Use Only

22. TRAINING MODULE 403:
Optional Features Setup
Features covered in this segment:
o Employee Qualifications
o Employee Block Calendar
o Auto-Splitting Based on Schedule
o Blocking Out-of-Schedule Punches
o Using Stations
o Shift Scheduling
o Budgeting from Schedules
o Scheduling Imports
Internal Use Only

23. TRAINING MODULE 403: Optional Features Setup
Define Qualifications
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

24. TRAINING MODULE 403: Optional Features Setup
Assign Qualifications
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.
Internal Use Only

25. TRAINING MODULE 403: Optional Features Setup
Employee Block Calendar
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.
Internal Use Only

26. TRAINING MODULE 403: Optional Features Setup
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
Internal Use Only

27. TRAINING MODULE 403: Optional Features Setup
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
Internal Use Only

28. TRAINING MODULE 403: Optional Features Setup
Auto Splitting Timecards Based on Schedule
3. Define Schedule and Assign Resources
4. Publish Schedule
Internal Use Only

29. TRAINING MODULE 403: Optional Features Setup
Auto Splitting Timecards Based on Schedule
Employee punches IN/OUT once and the Time is splitted
according to the schedule:
Internal Use Only

30. TRAINING MODULE 403: Optional Features Setup
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
Internal Use Only

31. TRAINING MODULE 403: Optional Features Setup
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.
Internal Use Only

32. TRAINING MODULE 403: Optional Features Setup
Using Stations
i.
From Desktop select Stations
ii.
Create Stations by Site
iii.
Select Stations in during Scheduling Time Slot setup
Internal Use Only

33. TRAINING MODULE 403: Optional Features Setup
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
Internal Use Only

34. Q&A
Internal Use Only

35. 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
35
Internal Use Only

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•
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LinkedIn and be entered for a
chance to win a new iPad Mini!
Learn more at
http://www.epaysystems.com/customersocial-media-contest/
Connect with EPAY:
o LinkedIn – follow our company
page at EPAY Systems
o Twitter -- @EPAYsystems
36
Internal Use Only