Work

A quick overview of Pattern codes, Work Patterns and Work Planner

PATTERN CODES

These identify an Individual Shift or Working Time on any given day. You can choose the Name, Code and Times that suit your organisation to build up a 'library' all the shifts that you use as well as setting the total number of Paid Hours for each shift.

 e.g  "D" could be DAYS and set to 09.00am to 17.30 pm

         "L"  could be LATES and set to 14.00pm  to  22.00pm

         "N" could be NIGHTS and set to 22.00pm  to  06.00am

WORK PATTERNS

These identify a period of work - made up of the Pattern codes above which (usually) then repeats itself.  

You can make any Work Pattern to suit your organisation for all the shifts that you work using the Pattern Codes above.

Enter your Work Patterns to cover every Working and Non Working day until it would repeat.

Example:

Office employee working 0900 - 1730 Monday - Friday and not working Saturday and Sundays

1. D - 0900 - 1730 (Days)
2. D - 0900 - 1730 (Days)
3. D - 0900 - 1730 (Days)
4. D - 0900 - 1730 (Days)
5. D - 0900 - 1730 (Days)
6. Non Working Day
7. Non Working Day

(Work Patterns are really a tool to help you set up your staff members Working Schedule/Rota easily on the WORK PLANNER)

WORK PLANNER

Work Planner is where you enter your staff working times.  This is a really great tool to help managing staff working times and rotas.

After a  very short time you will see how easy it is to set rotas, delete entries and swap shifts around!

For the staff member you want to plan, just click in the relevant  Date cell   -  You will have an option to enter either a single days entry or set the work pattern for this staff member up to a certain point in time or indefinitely. 

Right Click and you will see a quick option to add a single day entry.

By using the Show Totals dropdown at the top of this page, you can see the number of staff you have working per day, and the totals at the end of the rows show how many hours the staff members will have worked if they complete their schedule.

If one of your staff members has changed their Working Time / Hours, you can amend their working time by;

• Creating a new Pattern Code with the revised Working time (or amend an existing one)
• Creating a new Work Pattern using the new pattern code above.
• Go to WORK PLANNER, and find the Staff member concerned.
• Click the cell for the date from when the times are to start from.

A menu option will appear and you can select the option to "Set Pattern"

Choose the newly created pattern in the drop down, leave option as "No End Date" or "Specified End Date" and click CONFIRM.

If you make a mistake, don't worry. Click again and use the REMOVE option to clear the working pattern and you can start again.

If it is just the odd day that they have changed their working time on, you can simply Remove a single entry from an already submitted Work Pattern by Right Clicking the relevant Date Cell and selecting the "Remove Entry" option.

You may need to check that you can see all the GROUPS that you need to see.

• From the Settings Menu go to Users
• Find and Select Your [Name]
• Then click the [Groups] Tab.

At the bottom of the screen you have an option of either "Add User to Group" and / or "User Can See Group". Select the Group(s) you wish to be able to Be In or See.

To send your Staff Members' a copy of their Own / Teams Working schedule/rota;

• From the Work Menu, click Work Distribution
• Choose the group or staff member , start month and period.
• Click Prepare Distribution
• Enter a Subject for the Email
• Enter a Message as required
• Choose the Format of the schedule to send  (either Individual or a Team View)
• Click Distribute

You can either send your staff their Individual Record in Planner View or as a Detailed view showing specific detail on each working day. You can also choose to send a Team Schedule to each staff member within a Group, allowing your staff to see when their colleagues are working also.

A Competency or Skill Level can be created in the system to represent particular qualifications or skills that each of your staff members have, for example Level 4 Engineer, French Speaker etc. Importantly these are then visible on the Work Planner to help you monitor how many of the right people you have at work on any given day.

• From the Work Menu click Work - Attributes
• Then click Create New Attribute
• Use the Type option and select Competency, Skill Level and enter the Name.
• Click Save.

Here you will be able to setup your different Competencies and then assign them to particular staff members by clicking the Staff Members tab on the left. A Staff Member can either have one or many Competencies.

You can also assign different competencies to staff members by going into their individual record, by doing the following...

• From the Settings menu click Users
• Then by using the Search filters to the left find the relevant staff and click on their Name.
• Then on the left click Employment

Under the Competencies / Skills heading you can allocate the required competencies.