Add a role and its first employees
This tour walks you through the process of getting a role completely set up and then adding one employee.
Switch to the roles page
From the roles page you can review and create roles. Employees can see when each role's shifts occur, and who is qualified and trained to work that role.
- Please click Company in the navigation bar.
- Click the Roles menu item.
- Finally click the Back to Role list link in the top left
Create a new role
Schedules are made up of roles that are performed by employees. You're telling us the information we need to begin answering scheduling questions for you.
Please click the Create new role button to create a new role.Name this role
You can give two roles the same name, but those two roles cannot be in the same location.
The bage wage hourly rate is just a convenience and when new employees are added, we give them this wage by default.
If you've set up multiple locations & departments please choose the correct one here. It will help with reports and ensuring the correct people are assigned.
Please enter a name, base wage, and choose the location (optional) for this role and then click Next.Open the Role shift calendar
Every Roles has shifts associated with it, and all Employees have availability. When we have both pieces of information we can begin to match employees into shifts they are available & qualified for.
Use the Repeat tab to create multiple shifts at the same time.
Please click Role shift calendar to open the calendar and create a shiftEnter the shifts for the role
By creating shifts you're letting us know when you need people to work this role
Use the repeat tab to create multiple shifts
Please create at least one shift for this role. Then click Next.Open the Qualifications section
Some roles require that the employees have certain qualifications in order to work.
Qualifications can be professional or state mandated licences or internal qualifications (e.g. Can operate a backhoe).
Only those employees qualified to work a role will be scheduled
Please click Qualifications & qualified employeesAdd necessary qualifications
Qualifications let you control who can be scheduled. Qualifications are shared among roles. That means you only have to create them once. Existing qualifications can be added to roles.
Some qualifications expire and some do not. We will keep track and remind you before they expire.
If this role requires that employees have a certain qualification, please add it now.
After entering or adding qualifications for this role, click Next.Rate the employees
Please enter employee's:
- proficiency
- current wage
- and seniority date.
for this role.
Open the Management Shift Preferences section
Management shift preferences let you order who you prefer to work each shift for this role
Click Management shift preferencesLet us know who you prefer for each shift
Ranking employees by shift lets us know who you prefer to work when. It also helps us know who to recommend for trades.
It is fine to have more than one person with the same rank. Set the rank to 0 and they will never be scheduled for that shift.
Click the Edit button to begin editing.
When you are finished, click Save and then Next
Switch to the schedule page
The Schedule page is where you make and review the schedule. You can also enter your demand forecast if you want our help deciding how many people to assign, or want to use that data in reports.
Right now we are just going to create the schedule and then send a copy of it to you.
- Please click Schedule in the navigation bar.
- Click the "Schedule" link.
Open the scheduling order page
To ensure the the best people are scheduled into the toughest shifts we need to know which days and shifts are most important for your business.
For instance at some restaurants the Friday night server shift is more challenging & important thant the Tuesday lunch server shift.
By setting the shift order you tell us which roles and shifts are most important.
- Please click Schedule in the navigation bar.
- Click the "Scheduling shift order" link.
Double check the scheduling order
Start with the simple scheduling order.
The lowest numbered shift is scheduled first.
Switch to detailed to fine tune the scheduling process after all your employees & roles are in and you'd like more control.
Review the schedule order and make changes as necessaryNow lets make another employee
As you add employees creating the schedule becomes more complex
Click Next to get started with the next phase.Switch to the employees page
On the employees page you can see all employees in the system, add employees & access their profiles.
- Please click Company in the navigation bar.
- Click the Employees link.
- Click the Back to Employee list link in the top left
Create an employee
Once you've entered some employees and some roles we can get to the interesting part, making the schedule.
Please click the Create new employee button to create a new employee.Name the employee
Please enter the employee's preferred name (what they like to be called). Then click Next.Open the availability section
Every Roles has shifts associated with it, and all Employees have availability. When we have both pieces of information we can begin to match employees into shifts they are available & qualified for.
Use the Repeat tab to create multiple shifts at the same time.
Please click Availability to open the calendar and create a eventEnter the employee's availability
By creating events you're letting us know when this employee is available for work
Use the repeat tab to create multiple events
Please create at least one event for this employee. Then click Next.Open the Qualifications section
Some roles require that the employees have certain qualifications in order to work.
Qualifications can be professional or state mandated licences or internal qualifications (e.g. Can operate a backhoe).
Only those employees qualified to work a role will be scheduled
Please click QualificationsSet their qualifications
If they dont have all of the required qualifications for a role then they won't be scheduled
Ensure that this employee has the necessary qualifications, then click Next.
Be sure to set the appropriate expiration date for qualifications that expire.
Open the proficiency, seniority, & wages section
By entering employee training information we can ensure that important shifts are covered. We use proficiency, seniority, qualifications, and management preferences to determine the best uses for your team.
Please click Proficiency, seniority, and wages to set this employee's proficiency in the roles you've created thus far.Rate the employee
Please enter employee's:
- Proficiency
- Current wage
- Seniority date
- Scheduling status
in the roles they are qualified for.
Open the Shift Preferences section
Employee shift preferences are important. When people are scheduled to work when they prefer to work they are more likely to have good attitude.
Click Shift PreferencesEnter any shift preferences you know already
Employees can give a shift a thumbs up () or a thumbs down () to indicate whether they like a shift or not. No thumbs means they're neutral on it.
Isn't it nice to have a spot to see when each employee likes to work?
Click the Edit button to begin editing.
When you are finished, click Save and then Next
OK let's update the schedule
Check that the new schedule reflects the info you just entered
Click Next to get started with the next phase.Switch to the schedule page
The Schedule page is where you make and review the schedule. You can also enter your demand forecast if you want our help deciding how many people to assign, or want to use that data in reports.
Right now we are just going to create the schedule and then send a copy of it to you.
- Please click Schedule in the navigation bar.
- Click the "Schedule" link.
Update the schedule
Like most things technological there is a chance something will happen that you don't expect. Things like someone will be in the wrong shift, no one will be scheduled, to many people will be scheduled, etc. If that happens you should reach out to us for some guidance.
Please click the Update Schedule button.Review the schedule
Review the schedule to see if your new shifts are there and some employees are being scheduled into them.
- You can change the assignments by clicking on the shift.
- We can help you tweak settings so you'll need to make fewer changes.
- The means that the shift has not been published yet.
- Published shifts have a .
Give the schedule a once over before moving on to the next step.Well done!
Now you should add some more employees to your new role. Or if you have entered all of the employees for that role you should add another role.
Ask us a question.
We will respond promptly. help@getcooperation.com