Temporary Shift Replacement (TSR) is designed to temporarily reassign an employee's schedule line to another employee for a specified time period.
TSR would normally be used for absences that are more than a month in duration such as a maternity leave or an extended leave of absence. This feature is designed for employees who have Master Schedule lines assigned to them.
▪Select the Schedules menu. ▪Select the TSR menu.
The TSR menu will appear:
The TSR menu is made of two panels, left and right. The left panel shows the detail of each TSR, such as the employee name, the start / end dates, and what type of leave (attendance code) is assigned. The right panel shows the replacement employee(s) information for the TSR that is in focus (blue). The centre grey vertical bar may be dragged to either side to expand the panel you are focusing on.
Filter Options
You may filter the TSR rows shown in the left panel and synchronize the TSR list to the Employee Panel to simplify searching for an employe on a TSR. When the Synchronize with Employee Panel is activated, the employee you have selected in the Employee Panel will also be the one on the TSR line that appears, should that employee be assigned a TSR.
Employee Panel Placement
You may choose the placement of the employee panel by selecting the options icon:
Please see Docking the Employee Panel for additional information.
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▪Select the Schedules menu. ▪Select the TSR menu.
The TSR menu will appear:
Putting an Employee on Temporary Leave
To schedule an employee for temporary leave, select the employee from the Employee Panel as per your panel placement configuration.
Click the plus symbol (+).
A new TSR line will appear for this employee and the details section on the right will be populated with information regarding this employee. Complete the TSR information shown in the new line (blue).
The right panel will allow you to pick an employee(s) to replace the employee going on leave and provides additional options for the TSR.
Populate the fields on the new line.
▪Double click in the date windows to select the Start and End dates.
▪Double click in the Attendance Code field and select the Attendance Code that applies. We have added LOA - Leave of Absence. ▪Click Apply at the bottom of the page (not shown).
The following pop-up menu will appear:
Since the TSR does not take effect until you run an Update from Master, you are given the option of doing this right away. Please see additional information about the schedule update process for this feature, further on in this document. In the example screenshot below, the employee on TSR has been replaced and the schedule updated.
Note that once we run the Update from Master the tick box, AS Updated will be auto populated to remind you this employee's Active Schedule has been updated.
The detail panel will also show that the Active Schedule have been updated to the posted date.
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Click the plus symbol (+) beside Replace with Employee(s) in the detail panel found on the right side of the TSR menu.
The list of available employees will now appear in the order you select (seniority or name).
Employees who have a Master Schedule line are indicated with a folder.
▪Click on the column heading to order the employee list (by name, seniority etc.). In our image Name was selected. ▪Click on the check box on the line of the employee you would like to select. ▪Click Submit.
This employee's name will now appear in the Selected Employee panel on the right. We will select Drew Fetcha to fill in for this TSR.
Multiple employees may be selected if needed.
The employee's name will appear in the Replace with Employee section. You may assign all the TSR employee's shifts to the replacement employee, simply by selecting All as shown.
Multiple employee selections will show in the detail window. Click to select an employee (the row will be highlighted in blue). Use the up/down green arrows (far right) to change the order of employees on the list. The order selected will be the order the TSR shifts will be filled.
Options for Assigning Shifts to Replacement Employee
There are two other options available for distributing shifts:
Option 1 - Assigning Specific Shifts Assign only certain shifts to the replacement employee. In this example replacement employee Alex Nebs will be assigned the two shifts with check marks.
We added employee Faina Fain to receive the balance of the shifts.
Option 2 - Allow Replacement Employee to Keep Shifts If enabled (check mark), it allows replacement employees to keep their own shifts as well as take the shifts from the employee on leave.
Filling TSR Shift Options
Why do some names on the list appear in RED?
▪Once employees are selected to fill empty shifts by being assigned to a TSR, their names will appear in red if they have their own master line that will now need to be filled. ▪You will continue with the booking process until there are no more shifts to be filled. ▪You will know that all shifts have been filled when the name of the last employee selected appears in black. ▪Once the schedules are updated with the TSR replacements, any unfilled shifts caused by the TSR booking process will remain unfilled until they are filled during the Active Schedule period, if necessary. ▪Remember to save your TSR once all the steps are complete. Please see important information below on TSR saving options.
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Managing TSR is done using the TSR menu.
▪Select the Schedules menu. ▪Select the TSR menu.
The TSR menu will appear:
Editing a TSR
To edit a line, click within the column you wish to alter and enter any changes to this field. We are shortening this leave (below) from April 19th to April 17th.
When you shorten a leave, the system will also prompt you to update this employee's TSR. If you proceed, the Update from Master will apply your new End Date to the TSR and put back the regular Master Schedules following this date, to the end of the last updated schedule period.
Deleting a TSR
▪You may only delete a TSR that has not yet expired. ▪Highlight the line you wish to delete by clicking on it. ▪Click on the Red X icon.
The system will pop-up a Delete warning, click Yes to continue.
You will be prompted to run an Update from Master immediately. We suggest you do this if you choose to delete a TSR to avoid confusion about this employee's schedule later on.
The update will return the employees Active Schedule to normal up the last updated date.
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