Add a role

1. Click on Roles
2. View or edit the details of the role by clicking on the name of the role
3. Expand  Role shift calendar
   Any existing shifts will be shown.
   
   
   By default, the dates shown will start with today. 
   
   
   • click on  to change the start and end dates shown
   • click  to set the new dates
   • click  Day  Week to show a week or  Month to show a month of days shown
   Alternatively you can use the arrows to go forward and back in time or the Today to go to today.
   
   
4. Create calendar events
        a. Click on + New shift on'Day'
   1. Create repeat calendar events from a single entry

      If you want the event to repeat on different days at the same time as the first day, you can use the Repeat Event function.

      1. Click on the Repeat Event tab to open the Repeat Event window
      2. Edit repeat parameters

         Choose your desired settings. If this is an existing event, check which days are already selected and correct or add the appropriate days. If it is a new event, add the appropriate parameters. If you don't see your preferred interval, choose the closest interval to see additional customization options.

      3. Set end dates for repeated calendar events

         Check the appropriate radio button or enter a value in the Ends after or End by fields to create the correct number of events in your series, including the initial event. Or click the radio button for no end date.

         Enter an end date to make sure that the series does not repeat past that date. If your series doesn't end evenly on that date (such as a weekly event on Wednesdays, where the end date is a Friday), Cooperation will end the series on the nearest event date before this date.

      4. Click on Save Event when you have finished entering all the parameters for this event.
5. Click on ? to know how to Add Role Shift
6. Create repeat calendar events from a single entry

   If you want the event to repeat on different days at the same time as the first day, you can use the Repeat Event function.

   1. Click on the Repeat Event tab to open the Repeat Event window
   2. Edit repeat parameters

      Choose your desired settings. If this is an existing event, check which days are already selected and correct or add the appropriate days. If it is a new event, add the appropriate parameters. If you don't see your preferred interval, choose the closest interval to see additional customization options.

   3. Set end dates for repeated calendar events

      Check the appropriate radio button or enter a value in the Ends after or End by fields to create the correct number of events in your series, including the initial event. Or click the radio button for no end date.

      Enter an end date to make sure that the series does not repeat past that date. If your series doesn't end evenly on that date (such as a weekly event on Wednesdays, where the end date is a Friday), Cooperation will end the series on the nearest event date before this date.

   4. Click on Save Event when you have finished entering all the parameters for this event.
7. Change the colors of the events

   Cooperation shows periods where an event is available to be scheduled in different colors than 'assigned shifts' . You can change the default colors by clicking on the Colors tab and choosing colors from the color wheel for the different states.

   By clicking on the color you want on the color wheel, the respective code will be entered into the table. Many users keep the allocated shift color the same while changing the available colors for each role. Color coding the different roles can make the Schedule easier to read.

Qualifications are optional and represent 3rd party certifications (e.g. drivers license, Food Handling Certificate, R.N.) or skillsets (e.g. can operate the trash compactor) that employees must have to be able to work in a specific role. Qualifications are shared among roles, so you only have to create each one once but you must add it to each role that requires it.

Adding a qualification to a role will make it a necessity for this role even though it may also be needed for other roles. Select only those that apply to this role.

If your organization is not dependent on 3rd party certifications and you have no need to name specific certain skillsets in your qualifications, you don't need to enter any qualifications.

To add Qualifications, select Qualifications & qualified employees

1. Add a qualification

   • Click Add or create qualification

   • In the first field, select one of the options (must have, must not have, must be, must not be) from the drop down list.

   • Enter a unique description in the middle field (that says "licenses, unique skills, etc." in light grey).

   • If this is a qualification that needs to be periodically renewed select does expire or select does not expire.

   Click Create new when you have completed the statement.
2. To add an existing qualification to this role, click on Add existing beside each qualification listed beneath Add existing:
3. Set a reminder that the qualification needs renewing

   • Click on set a reminder

   • Enter the number of days prior to the expiration that you want the reminder sent. (You will enter the current expiry date on each Employee's Profile.)

   • Choose the method - email, sms, or website by checking the boxes shown.

   Employees who do not receive Cooperation communication via email or sms will see the reminder the first time they sign into the website within the timeframe set by the number of days before statement. .

Note: Cooperation makes a distinction between Qualifications (certifications, usually obtained from a 3rd party and specific skills) and Proficiency which is observed behavior. A minimum Proficiency of 2 stars (They need help) is required to make an employee eligible for scheduling.

• Edit proficiency rating, seniority date and hourly rate

You'll see an alphabetized table of every employee and the qualifications they may or may not have. This is a convenient spot to make changes to employee qualifications quickly.

1. Click Qualifications on the toolbar
2. Make any necessary changes to the qualifications by editing the dates or changing which check boxes are marked

   • A indicates that the employee does have the qualification.
   • The dates shown are the expiration date for the qualification and need to be after today for the employee to be scheduled
3. Save your work.

   Click the save in the toolbar if you have finished editing the profile; otherwise go on to the other forms on this profile.

This form will only be visible if Demand Based Staffing has been turned ON in Settings. On Demand Based Staffing Details you specify how many customers each Employee can be expected to handle successfully for this activity.

You may have some activities where the staffing need fluctuates with the customer volume and other activities where the staffing needs are constant. For the activities where the staffing numbers are constant, set the minimum and maximum numbers per customer at the number of staff you actually need there. No matter how many customers are expected, the staff for those activities will be correct.

You can set preferences regarding who gets selected first for shifts. For example, if you have 3 cooks and you want to ensure that Cook #2 is selected for the busy nights whenever they are available, you would put a 1 in the box for those shifts. Then you would make your second and subsequent priority choices. When an activity has multiple shifts you can change among them by using the drop down.

1. Select Management's shift preferences

   A table of qualified employees and days the activity occurs will be shown. If there are multiple shift schedules for this Activity, there will be a drop down list available to choose the shift to which you want to apply your choices.

2. Click the edit button
3. Rank each employee for each shift

   Enter a number where 1 is your first choice and each subsequent higher number represents your next choices in the box beside each employee's name. Repeat for each day of the week.

   To make sure a particular employee is NOT scheduled into this shift, enter "0". ( For example, you might not want to put brand new employees on your busiest shift right away but you want them to be schedule normally otherwise. Enter "0" under their name for the shifts on which you don't want them scheduled.

   The Shift Preference will remain until it is changed by the Administrator. It's a good idea to to review all ratings after a specified period. You might set a reminder to yourself to do so.

   Go to Messages to set a reminder

4. Save your work.

   Click the save in the toolbar if you have finished editing the profile; otherwise go on to the other forms on this profile.

You should review these preferences when you set up an activity or add an employee.

Once you have set up the Activity Calendar for this activity, click on Forecast and enter the number of customers you expect for each activity per shift during the week.

If your demand is fairly constant you can copy the data from one week to the next, making the minor changes after you copy. Or you can enter new data for each calendar week.