Creating a Rotating Schedule Template

Complete the following steps create a Rotating Schedule Template. Click on the links below to navigate to more information on each step.

Step 1: Set up the General information

Step 2: Select the days to add schedules

Step 3: Add the activity details to the selected days

Step 4: Assign the rotating schedule template to the employees

Step 1: Set Up the General Information

1. From the Configuration section>Scheduling card, select the Rotating Schedule Template option.
2. Under the Rotating Schedule Actions in the left pane, click on the Add button.
3. Enter a Code to identify this rotating schedule template.

   Short, alphanumeric value for identifying this rotating schedule record.

4. Enter a Description to describe this rotating schedule template.

   The label describing this rotating schedule.

5. In the Begin Week Number field, enter the number of the week that is to be assigned to the week containing the Effective Date.

   The rotation week template that should be applied to the week aligning with the effective date.

6. Enter the Number of Weeks to complete a rotation cycle for employees assigned to this template. The system will replicate the rotation to fill all weeks of the scheduling period.

   The number of weeks needed to complete a rotation.

   This number can be different from the number of schedule weeks. For example, if employees have a 2-week rotation but work a 4-week schedule, this only needs to be set up for 2 weeks.

7. Enter the Organization Unit information to identify the labor distribution where this rotating schedule is assigned.

   The organization unit where this rotating schedule template is available. The levels of the organization units available and the label names depend on the corporate definitions.

8. Enter the Effective Date when this rotating schedule is to begin. Use the calendar in the right pane, or type in the date.

   The date this rotating schedule is effective for this employee.

9. Enter the Expiration Date of this rotating schedule, if applicable. If this rotation has no pre-set expiration date, leave this field blank.

   The date this rotating schedule expires for this employee, if applicable. If there is no set date this rotation is to expire, leave this field blank.

10. Save the record.

Step 2: Select the Days to Add Schedules

1. Click on the Rotation section button in the left pane to select the days to configure the rotating calendar.

   The grid shows the rotation for the indicated Number of Weeks, as entered in the General screen.

   The number of weeks needed to complete a rotation.

   This number can be different from the number of schedule weeks. For example, if employees have a 2-week rotation but work a 4-week schedule, this only needs to be set up for 2 weeks.

2. Select the cells to be assigned the SAME activity code and profile combination (using one of the methods described below).
   • To select a single cell, click on the upper border of the cell to highlight it.

   

   • To select multiple adjacent days (horizontally or vertically), hold down the Shift key, and then click on the upper border of the first cell, then click on the upper border of the last cell. The entire range of cells is highlighted.

   

   • To select multiple non-adjacent days, hold down the Control key on the keyboard, then click on the upper border of each cell to be configured. Each selected day is highlighted.

   

Step 3: Add the Activity Details to the Selected Days

1. Click on the Add Activity button in the left pane.
2. Enter the Position Code and Profile Code to be assigned to the employees on the selected days.

   The profile to be assigned to the selected days. The options displayed in the Field Look Up Values are profiles linked to the position code selected for this rotation. The position field must be completed before these options are available.

   The position code to be assigned to the selected days. The position code options displayed are previously set up on the employee Labor Distributions screen.

   Note: See Employee Section>Labor Distributions for more information.

3. Enter the Activity Code to be assigned to the employees on the selected days.

   The activity code to assign to this rotation day. Note: The position code field must be entered before the activity code options (for the same labor distribution as the position) are available in the Look Up Values screen.

4. If applicable, enter the Organization Unit where the employees should be scheduled.

   The organization unit level to create the schedule. The option(s) listed here depend on the Organization Link Level selected for creating employee schedules. If the Organization Link Level selected for creating schedules is the lowest level, this field does not appear.

5. Click Save at the bottom of the screen.
6. If additional activity code/profile combinations are to be set, repeat steps 1-5
7. The schedules are indicated by the core schedule icon .

Step 4: Assign the Rotating Schedule Template to the Employees

1. Click on the Assigned Employees section button in the left pane to open the screen to assign employees to this template.
2. Click on the Assign button in the left pane. The Employee Search screen is displayed. Enter the criteria to search for an employee. To open the advanced search options, click on the Advanced button in the left pane.
3. Check the box to the left of each employee to be assigned to this template, then click on the icon to add the employees to the list.

   The selected employees are now assigned to the template.

   A rotating schedule identical to the template is available in the Employee record>Employee Section buttons>Rotating Schedule screen.