Setting Up Your Screen display

To filter the blocks and the Employee Panel list to the department and/or class you wish to work with, click on the Filter icon (funnel) in both sections.

▪Select how you are filtering (department, class, etc), and tick off the desired groups.

▪Click Apply.

To change how many weeks are displayed, click the drop-down and select the desired number of weeks.

To organize the employee list:

1.Select the call-in level that you are starting with. Sort the employee list by clicking on the appropriate column heading at the top (e.g., seniority). Click the heading twice to sort in reverse order.

2.To change the visible columns in the employee list, click on the Field Visibility icon and deselect the fields you do not wish to display.

3.On the toolbar select the Options icon (Paper) and open the Block Booking tab.

Set the Keeps employee schedules option. With this on, the system will keep the employee's shift where possible when booking an employee into another shift.

This means that if the shift does not overlap, you can schedule an employee to 2 shifts on one day. Alternatively, if Keep Schedules is OFF, the shift the employee is assigned to will be automatically unbooked when they are booked into another shift that interferes in any way.

Booking Employees

The system can be set to keep employee shifts where possible when booking an employee into another shift. This means that if the shift does not overlap, you can schedule an employee to 2 shifts on one day.

Alternatively, if Keep Schedules is OFF, the shift the employee is assigned to will be automatically unbooked when they are booked into another shift that interferes in any way. For further details see Toolbar Function

Once you have setup the screen and selected a start date and range you are ready to book employees.

•Select the line you would like to fill.

•On the Employee list click on your first employee. Compare the block of shift(s) to the employee's schedule. You may select all shifts (click on the Select All icon) or individually by clicking in the check box beside the shift.

•Call the employee.

•Using the Call Response drop-down, select the employee's response. For further details see Call Response.

•To book the employee into the shift(s) with check marks, use the Yes response from the Response drop-down list.

You can only book shifts from one line at a time. If you try to tick shifts from different lines, first shift will un-tick.

To select an entire block to book an employee into, click on the line, then click on the Select All Schedules icon. (Circle with check mark)

this will populate all the shift check boxes on the highlighted row.

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Booking Employees

The system can be set to keep employee shifts where possible when booking an employee into another shift. This means that if the shift does not overlap, you can schedule an employee to 2 shifts on one day.

Alternatively, if Keep Schedules is OFF, the shift the employee is assigned to will be automatically unbooked when they are booked into another shift that interferes in any way. For further details see Toolbar Function

Once you have setup the screen and selected a start date and range you are ready to book employees.

•Select the line you would like to fill.

•On the Employee list click on your first employee. Compare the block of shift(s) to the employee's schedule. You may select all shifts (click on the Select All icon) or individually by clicking in the check box beside the shift.

•Call the employee.

•Using the Call Response drop-down, select the employee's response. For further details see Call Response.

•To book the employee into the shift(s) with check marks, use the Yes response from the Response drop-down list.

You can only book shifts from one line at a time. If you try to tick shifts from different lines, first shift will un-tick.

To select an entire block to book an employee into, click on the line, then click on the Select All Schedules icon. (Circle with check mark)

this will populate all the shift check boxes on the highlighted row.

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The toolbar options / functions will allow you to filter the information displayed. Use the options available from the toolbar and date selections.

Date Selection

Click on the Date window and select your start date for the blocks to start from.

The green and blue arrows will move the date select forward/backwards a day at a time.

To change how many weeks are displayed, click the drop-down and select the desired number of weeks.

In the example below, the start date is April 24, going out 1 week. You may set the date row to display a few days before and after the booking period.

The schedule for the employee in focus will appear in the before and after days. Please see the StaffScheduleCare Client Care team to set pre and post windows.

Toolbar

Filter

Use the Filter option to filter the employees shown to a specific group you are working on. You may add multiple filter levels.

You may use the Employee Panel filter option to filter for the same group. Use the Filter icon on the Employee Panel Toolbar.

▪Click on the Filter icon (Funnel).

▪Click on Add Filter (Plus sign).

▪Click the drop-down arrows and select from the lists.

In the window, click on the drop arrows and select the filter parameters.

Options

▪Click on the Paper Icon.

▪Click on the Block Booking tab.

▪

Auto Refresh Employees - The screen will refresh after each of the changes you make.

Keep Employee Schedules - Keeps employee shifts where possible when booking an employee into another shift.

This means that if the shift does not overlap, you can schedule an employee to 2 shifts on one day. Alternatively, if Keep Schedules is OFF, the shift the employee is assigned to will be automatically unbooked when they are booked into another shift that interferes in any way.

This must be set by each individual user and can be modified as needed at any time.

Postponed and Telephone Calls

Based on the response given and entered, the employee will be added to the Postponed list and the Telephone Calls.

▪Click on Employee on the Employee Panel.

▪Click on the Postponed icon (clock) to open the window.

Make sure the From and To Dates are set to the correct range. You may also sort by the Schedule Date or the Date Called.

Telephone Calls

Select All Schedules

A quick way to select all shifts on line is to highlight the line, then click on the Select All Schedules icon (Circle with check mark).

This will apply a check mark to all unfilled shifts in the line. To remove all check marks, click the Deselect All Schedules (empty circle).

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The Block Booking main screen is divided into three sections. This allows you to see the blocks of unfilled shifts, the employee list and the unfilled shift compared to the employee's schedule.

Note that this screen is a divided screen which means you may click and drag the vertical divider bar left or right to expand the Employee Panel.

Section 1

This section is located at the top left-hand side of the screen.

Yellow line:

The employee's name and schedule will be displayed. This is the employee who is in focus on the Employee Panel list (on the far right) .

Hover over the shifts to see shift details.

Green line:

The block of shifts that is highlighted in the Select Block section will be displayed under the employee's schedule.

Section 2

This section is labeled Select Block and provides the lines with unfilled shifts. The line in focus is the line displayed under the selected employee's schedule in section 1.

The check boxes beside the shifts allow the shift to be selected for booking. An employee may only be able to accept two of the three shifts. Tick on the shifts that will be booked.

Only one line at a time may have shifts selected. Clicking on a new line and selecting shifts, will deselect the shifts in the previous line.

Section 3

This is the Employee Panel. The employee in focus here will be the employee displayed in section 1. You may filter and group the employees showing by using the Filter (funnel).

The lower section is used for calling and tracking the employees' responses. Use the Response drop-down menu to select the appropriate response.

Select the response that the employee has given and add any necessary comments. Click Submit.

Using the Accept response will book the employee into the shifts (section 2) selected on the line in focus.

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Call-in Criteria

More than one level can be created and attached to the Block Booking rules.

To create and assign the Call-in rules:

▪Select the Config menu.

▪Select the Setup menu.

▪Select Systems Rules.

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