Administrator Schedule Management Documentation

Table of Contents

1. Overview

The Schedule Module is a comprehensive workforce scheduling and management system that allows administrators to create, manage, and monitor employee work schedules, shifts, and shift assignments. It integrates with the DTR (Daily Time Record) system to ensure accurate time tracking based on assigned schedules.

What is the Schedule Module?

The Schedule Module enables you to:

  • ✅ Create and manage work shifts
  • ✅ Assign shifts to employees
  • ✅ View employee schedules
  • ✅ Track schedule changes and adjustments
  • ✅ Monitor schedule compliance
  • ✅ Generate schedule reports
  • ✅ Handle shift swaps and changes
  • ✅ Manage shift patterns and rotations

Key Benefits

Benefit Impact Business Value
Clear Planning Employees know when to work Reduced confusion and absences
Fair Distribution Even workload distribution Better morale and retention
Compliance Meet labor law requirements Avoid legal issues
Efficiency Optimal staffing levels Better customer service
Flexibility Handle changing needs Adapt to business demands
Accountability Track who works when Performance management
Payroll Accuracy Correct hours calculation Payroll correctness
Planning Forecast labor needs Budget management

2. Schedule Module Purpose

2.1 Primary Functions

Function 1: Shift Creation and Management

Purpose: Define work shift patterns and times

What It Does:

  • Create standard shift definitions
  • Set shift start/end times
  • Define shift names and codes
  • Set break times per shift
  • Define shift requirements (staffing needs)

Who Uses It:

  • HR Managers
  • Operations Managers
  • System Administrators

Example Shifts:

Morning Shift
├─ Code: MS
├─ Start: 8:00 AM
├─ End: 5:00 PM
├─ Break: 1 hour
└─ Required Staff: 50 people

Evening Shift
├─ Code: ES
├─ Start: 4:00 PM
├─ End: 1:00 AM
├─ Break: 1 hour
└─ Required Staff: 35 people

Night Shift
├─ Code: NS
├─ Start: 10:00 PM
├─ End: 7:00 AM
├─ Break: 1 hour
└─ Required Staff: 20 people

Function 2: Employee Schedule Assignment

Purpose: Assign shifts to specific employees

What It Does:

  • Assign shifts to individual employees
  • Set schedule duration (date range)
  • Handle recurring patterns (Mon-Fri, etc.)
  • Track schedule history
  • Record schedule changes

Who Uses It:

  • Department Managers
  • HR Personnel
  • Scheduling Coordinators

Example Assignment:

Employee: Maria Santos (EMP-00145)
Period: December 2025
Schedule:
  Mon-Fri: Morning Shift (8:00 AM - 5:00 PM)
  Saturday: OFF
  Sunday: OFF

Effective From: December 1, 2025
Effective To: December 31, 2025

Function 3: Schedule Viewing and Communication

Purpose: Make schedules visible to employees and managers

What It Does:

  • Display individual employee schedules
  • Show department-wide schedules
  • Display calendar views
  • Send schedule notifications
  • Track schedule confirmations

Who Uses It:

  • Employees (view own schedule)
  • Managers (view team schedules)
  • Administrators (view all schedules)

Benefits:

  • Employees know when they work
  • Managers plan coverage
  • No scheduling surprises
  • Advance notice of changes

Function 4: Schedule Compliance and Monitoring

Purpose: Ensure schedules are followed and fair

What It Does:

  • Compare assigned vs. actual work times
  • Track schedule violations
  • Monitor overtime compliance
  • Ensure rest day requirements
  • Track schedule adherence

Who Uses It:

  • HR Managers
  • Compliance Officers
  • Administrators

Example Monitoring:

Employee: John Doe
Assigned Schedule (Dec 5):
  Morning Shift: 8:00 AM - 5:00 PM

Actual Time Tracking:
  Clock In: 8:30 AM (30 min late)
  Clock Out: 5:45 PM (45 min over)
  Status: Late arrival but worked full time

Alert: Employee late but no prior notice
Action: Follow up with employee/manager

Function 5: Schedule Flexibility Management

Purpose: Handle changes, swaps, and special requests

What It Does:

  • Process shift swap requests
  • Manage schedule change requests
  • Handle emergency coverage
  • Track schedule modifications
  • Maintain change history

Who Uses It:

  • Employees (request changes)
  • Managers (approve changes)
  • Administrators (override/finalize)

Examples:

Shift Swap Request:
  Requester: Maria Santos
  Her Shift: Monday Morning (8 AM - 5 PM)
  Swap With: John Doe's Friday Evening (4 PM - 1 AM)
  Status: Pending Approval

Schedule Change Request:
  Employee: Anna Cruz
  Current: Mon-Fri Morning Shift
  Requested: Tue-Sat Evening Shift
  Reason: Better work-life balance
  Status: Pending Manager Review

2.2 Business Scenarios

Scenario 1: Seasonal Staffing

Problem: December holiday rush needs more staff

Solution using Schedule Module:
  1. Create additional shifts for December
  2. Assign temporary staff
  3. Distribute overtime fairly
  4. Track extra hours for payroll
  5. Monitor schedule adherence

Result: Adequate staffing, fair workload, accurate payroll

Scenario 2: Employee Absence

Problem: Key employee suddenly ill, shift uncovered

Solution using Schedule Module:
  1. View shift coverage for the day
  2. Identify backup staff
  3. Request shift coverage
  4. Update schedule
  5. Notify affected parties
  6. Track compensation/overtime

Result: Minimal disruption, fair compensation

Scenario 3: Department Restructuring

Problem: Department merged, need new schedules

Solution using Schedule Module:
  1. Combine employee lists
  2. Create new shift patterns
  3. Assign combined teams
  4. Phase in new schedule gradually
  5. Monitor transition

Result: Smooth transition, clear communication

3. Accessing the Schedule Module

3.1 How to Access the Schedule Module

Step-by-Step:

  1. Log in to Admin Account

    • Go to: https://your-dtr-system.com/login
    • Enter admin username and password
    • Click "Sign In"

  2. Navigate to Schedule

    • Look for "Schedule" in main navigation menu
    • OR look for "Shifts" or "Employee Schedules"
    • OR go directly to: /admin/schedule

  3. Select View Type

    • Choose the schedule view you need

URL Access:

Schedule Module:          /admin/schedule
Schedule Index:           /admin/schedule/index
Shift Management:         /admin/schedule/shifts
Employee Schedules:       /admin/schedule/employees
Department Schedule:      /admin/schedule/department/{deptId}
Individual Schedule:      /admin/schedule/employee/{empId}
Calendar View:            /admin/schedule/calendar
Reports:                  /admin/schedule/reports

3.2 Required Permissions

To access the Schedule module, you must have:

Permission Role Can Access
View Schedule Admin ✅ Yes
View Schedule HR Manager ✅ Yes
View Schedule Department Manager ✅ Limited (own dept)
View Schedule Employee ✅ Limited (own schedule)
Create Schedule Admin ✅ Yes
Create Schedule HR Manager ✅ Yes
Create Schedule Dept Manager ❌ No
Edit Schedule Admin ✅ Yes
Edit Schedule HR Manager ✅ Yes
Edit Schedule Dept Manager ⚠️ Limited
Delete Schedule Admin ✅ Yes
Delete Schedule HR Manager ✅ Yes
Approve Changes Admin ✅ Yes
Approve Changes HR Manager ✅ Yes
Approve Changes Dept Manager ✅ (own team)

3.3 Browser Requirements

Recommended Browsers:

  • ✅ Chrome (Version 90+)
  • ✅ Firefox (Version 88+)
  • ✅ Safari (Version 14+)
  • ✅ Edge (Version 90+)

Not Recommended:

  • ❌ Internet Explorer
  • ❌ Very old browser versions

Screen Size:

  • Best on 1920x1080 or higher
  • Tablet view (768px+) available
  • Mobile view limited for scheduling tasks

4. Schedule Interface Layout

4.1 Main Dashboard View

The Schedule module main view displays shift and assignment information in an organized format.

Layout Structure

┌───────────────────────────────────────────────────────────┐
│  Schedule Management         [Month ▼] [Year ▼] [Dept ▼] │
├───────────────────────────────────────────────────────────┤
│                                                             │
│  STATISTICS CARDS (Top)                                    │
│  ┌──────────────┐ ┌──────────────┐ ┌──────────────┐       │
│  │ Total Shifts │ │ Assigned     │ │ Unassigned   │       │
│  │      42      │ │   240        │ │     10       │       │
│  └──────────────┘ └──────────────┘ └──────────────┘       │
│                                                             │
│  QUICK ACTIONS                                             │
│  [+ Add Shift] [+ Assign Schedule] [Generate Report]      │
│  [Bulk Assign] [Import Schedule] [Export]                 │
│                                                             │
│  FILTERS & SEARCH                                          │
│  [Search: ________] [Shift ▼] [Dept ▼] [Status ▼]        │
│                                                             │
│  SCHEDULE TABLE                                            │
│  ┌─────────────────────────────────────────────────────┐  │
│  │ Employee    Dept    Mon  Tue  Wed  Thu  Fri  Sat Sun │  │
│  ├─────────────────────────────────────────────────────┤  │
│  │ Maria      Sales   MS   MS   MS   MS   MS   OFF OFF  │  │
│  │ John       Eng     ES   ES   ES   ES   ES   OFF OFF  │  │
│  │ Anna       HR      MS   MS   OFF  MS   MS   MS  OFF  │  │
│  │ Robert     Ops     NS   NS   NS   OFF  OFF  NS  NS   │  │
│  │                                                     │  │
│  │ [Previous]  Page 1 of 10  [Next]                    │  │
│  └─────────────────────────────────────────────────────┘  │
│                                                             │
│  LEGEND                                                    │
│  MS = Morning Shift    ES = Evening Shift    NS = Night   │
│  OFF = Day Off         ? = Unassigned                     │
│                                                             │
└───────────────────────────────────────────────────────────┘

Main Components

Component Purpose Location
Title Show current module Top-left
Date Filters Select month/year Top-right
Statistics Cards Summary metrics Top section
Quick Actions Bulk operations Action bar
Filters Filter by various criteria Search area
Schedule Table Display schedules Center
Legend Explain abbreviations Bottom
Pagination Navigate pages Bottom

4.2 Schedule Table Columns

Column 1: Employee Name

Shows: Full name of the employee
Example: "Maria Santos"
Click to: View employee's detailed schedule
Sortable: Yes (A-Z or Z-A)

Column 2: Department

Shows: Which department employee belongs to
Example: "Sales"
Filterable: Yes (can filter by dept)
Sortable: Yes

Column 3-9: Days of Week (Mon-Sun)

Shows: Shift code or status for each day
Codes:
  MS  = Morning Shift (8 AM - 5 PM)
  ES  = Evening Shift (4 PM - 1 AM)
  NS  = Night Shift (10 PM - 7 AM)
  OFF = Day Off / Rest Day
  ?   = Unassigned
  X   = Not Applicable (leave/holiday)

Color Coding:
  Green  = Regular shift assigned
  Yellow = Evening shift
  Blue   = Night shift
  Gray   = Day off
  Red    = Unassigned/Problem

Click to: Edit shift for that day

Column 10: Actions

Shows: Quick action buttons
Options:
  ⓘ View     - See full schedule details
  ✎ Edit     - Modify schedule
  ⊗ Duplicate - Copy schedule
  × Delete   - Remove schedule
  📋 View DTR - See actual time records

4.3 Responsive Layout

The Schedule module adapts to different screen sizes:

Device Layout Features
Desktop (1200px+) Full table view All columns visible
Tablet (768px-1199px) Simplified table Some columns hidden
Mobile (< 768px) Card view Basic info only

5. Key Features

5.1 Shift Definition and Management

What It Does: Allows you to define standard work shifts with specific times and requirements.

Features:

  • ✅ Create custom shift templates
  • ✅ Set shift start/end times
  • ✅ Define break duration
  • ✅ Set staffing requirements
  • ✅ Mark shift availability
  • ✅ Track shift usage statistics

Standard Shift Types:

Morning Shift (MS)
├─ Start: 8:00 AM
├─ End: 5:00 PM
├─ Break: 1 hour (12-1 PM)
├─ Work Hours: 8 hours
└─ Typical Use: Office, retail, customer service

Evening Shift (ES)
├─ Start: 4:00 PM
├─ End: 1:00 AM
├─ Break: 1 hour
├─ Work Hours: 8 hours
└─ Typical Use: Security, support, operations

Night Shift (NS)
├─ Start: 10:00 PM
├─ End: 7:00 AM
├─ Break: 1 hour
├─ Work Hours: 8 hours
└─ Typical Use: Monitoring, operations, maintenance

Flexible Shift (FL)
├─ Start: Flexible (8-10 AM)
├─ End: Flexible (4-6 PM)
├─ Break: 1 hour
├─ Work Hours: 8 hours
└─ Typical Use: Professional roles, remote work

5.2 Schedule Assignment

What It Does: Assigns specific shifts to employees for defined periods.

Features:

  • ✅ Assign shifts to individuals
  • ✅ Bulk assign to teams
  • ✅ Create recurring patterns
  • ✅ Set effective dates
  • ✅ Override previous schedules
  • ✅ Track assignment history

Assignment Options:

Type 1: Fixed Schedule
├─ Same shift every day
├─ Mon-Fri Morning Shift
├─ Start: Dec 1, 2025
├─ End: Dec 31, 2025
└─ Use: Regular full-time employees

Type 2: Rotating Schedule
├─ Changes day-to-day
├─ Pattern: MS, MS, ES, ES, NS, NS, OFF
├─ Repeats weekly
└─ Use: 24-hour operations, shift rotation

Type 3: Weekly Pattern
├─ Same pattern each week
├─ Mon-Fri Morning, Sat-Sun Off
├─ Repeats every week
└─ Use: Most standard positions

Type 4: Custom Schedule
├─ Unique per employee
├─ Custom days/shifts
├─ Specific date range
└─ Use: Special arrangements

5.3 Calendar View

What It Does: Displays schedules in a calendar format for visual planning.

Features:

  • ✅ Month calendar view
  • ✅ Week calendar view
  • ✅ Color-coded shifts
  • ✅ Drag-and-drop assignment
  • ✅ Quick shift changes
  • ✅ Visual conflict detection

Calendar Display:

December 2025

Week View (Dec 1-7):
┌─────┬─────┬─────┬─────┬─────┬─────┬─────┐
│ Mon │ Tue │ Wed │ Thu │ Fri │ Sat │ Sun │
│ Dec │ Dec │ Dec │ Dec │ Dec │ Dec │ Dec │
│  1  │  2  │  3  │  4  │  5  │  6  │  7  │
├─────┼─────┼─────┼─────┼─────┼─────┼─────┤
│     │     │     │     │     │     │     │
│ MS  │ MS  │ MS  │ MS  │ MS  │OFF │OFF │ ← Maria
│     │     │     │     │     │     │     │
│ ES  │ ES  │ ES  │ ES  │ ES  │OFF │OFF │ ← John
│     │     │     │     │     │     │     │
│ MS  │ OFF │ MS  │ MS  │ MS  │ MS │OFF │ ← Anna
└─────┴─────┴─────┴─────┴─────┴─────┴─────┘

Color Legend:
  🟢 Green  = Morning Shift
  🟡 Yellow = Evening Shift
  🔵 Blue   = Night Shift
  ⚪ Gray   = Day Off
  🔴 Red    = Conflict/Unassigned

5.4 Advanced Filtering

What It Does: Filter schedules by various criteria to find specific data.

Filter Options:

By Department:
  All Departments
  Sales
  Engineering
  HR
  Operations
  Support

By Shift Type:
  All Shifts
  Morning Shift
  Evening Shift
  Night Shift
  Flexible Shift

By Status:
  Assigned
  Unassigned
  Pending Approval
  Approved

By Period:
  Current Month
  Current Week
  Specific Month
  Date Range
  Upcoming 30 days

By Employee:
  All Employees
  Specific Employee (search)
  Active Only
  Inactive Only

5.5 Bulk Operations

What It Does: Perform operations on multiple schedules at once.

Available Operations:

Bulk Assign Shift:
├─ Select multiple employees
├─ Choose shift
├─ Set date range
└─ Apply to all selected

Bulk Import Schedule:
├─ Import from CSV/Excel
├─ Map columns
├─ Validate data
├─ Confirm and apply

Bulk Export Schedule:
├─ Select filters
├─ Choose export format
├─ Generate file
└─ Download

Bulk Delete:
├─ Select multiple schedules
├─ Confirm deletion
├─ Remove from system
└─ Create backup first

Bulk Generate DTR:
├─ Create expected DTR records
├─ Based on assigned schedules
├─ For comparison with actual
└─ Monthly/weekly basis

5.6 Schedule Notifications

What It Does: Notifies employees and managers of schedule changes.

Notification Types:

Employee Notifications:
├─ New schedule assigned
├─ Schedule changed
├─ Shift swap request
├─ Shift swap approved/rejected
└─ Emergency coverage needed

Manager Notifications:
├─ Team schedule changed
├─ Staffing issue detected
├─ Shift swap requests pending
├─ Coverage gaps
└─ Schedule conflicts

System Notifications:
├─ Schedule errors detected
├─ Overlapping assignments
├─ Missing schedules
├─ Labor law violations
└─ Bulk operations completed

5.7 Integration with DTR

What It Does: Connects schedules with actual time records for compliance monitoring.

Features:

  • ✅ Compare scheduled vs. actual times
  • ✅ Flag schedule violations
  • ✅ Track early/late departures
  • ✅ Monitor overtime compliance
  • ✅ Validate rest day compliance
  • ✅ Generate compliance reports

Example Integration:

Employee: Maria Santos
Date: December 5, 2025

Assigned Schedule:
  Shift: Morning (8:00 AM - 5:00 PM)
  Expected Hours: 8 hours

Actual DTR:
  Clock In: 8:30 AM
  Clock Out: 5:15 PM
  Worked: 8 hours 45 minutes

Variance Analysis:
  Late Arrival: 30 minutes
  Extended: 15 minutes
  Status: ⚠ Late but compensated

System Alert:
  "Late arrival without prior notice"
  Action: Review with manager

6. Managing Schedules

6.1 Viewing Schedules

View Type 1: Department Schedule

Shows: All employees in a department with their schedules

How to View:

  1. Click "Schedule" in main menu
  2. Select Department filter
  3. Choose specific department
  4. View schedule table

Information Displayed:

Sales Department Schedule - December 2025

Employee        Position              Mon Tue Wed Thu Fri Sat Sun
Maria Santos    Senior Sales Exec     MS  MS  MS  MS  MS  OFF OFF
John Doe        Sales Manager         MS  MS  MS  MS  MS  OFF OFF
Anna Cruz       Sales Associate       ES  ES  ES  ES  ES  OFF OFF
Robert Smith    Sales Rep             MS  MS  OFF MS  MS  MS  OFF
Sarah Johnson   Sales Associate       MS  MS  MS  MS  MS  OFF OFF

Total Assigned: 5/5 employees
Coverage: Excellent
Status: All scheduled

View Type 2: Individual Employee Schedule

Shows: Complete schedule for single employee

How to View:

  1. Search for employee name
  2. Click on employee row
  3. View detailed schedule

Information Displayed:

Maria Santos (EMP-00145)
Sales Department | Senior Sales Executive

Current Schedule Period: December 1-31, 2025

Weekly Pattern:
  Monday:    Morning Shift (8:00 AM - 5:00 PM)
  Tuesday:   Morning Shift (8:00 AM - 5:00 PM)
  Wednesday: Morning Shift (8:00 AM - 5:00 PM)
  Thursday:  Morning Shift (8:00 AM - 5:00 PM)
  Friday:    Morning Shift (8:00 AM - 5:00 PM)
  Saturday:  OFF
  Sunday:    OFF

Total Hours/Week: 40 hours
Pattern: Fixed (same every week)
Last Modified: December 1, 2025 by HR Manager
Status: Active and Approved

View Type 3: Calendar View

Shows: Visual calendar of all schedules

How to View:

  1. Click "Calendar View"
  2. Select month and year
  3. View color-coded shifts

Calendar Example:

December 2025 - Sales Department

   Mon    Tue    Wed    Thu    Fri    Sat    Sun
    1      2      3      4      5      6      7
  MS(3)  MS(3)  MS(3)  MS(3)  MS(3)  OFF(3) OFF(3)
  ES(1)  ES(1)  ES(1)  ES(1)  ES(1)
  NS(1)  NS(1)  NS(1)  NS(1)  NS(1)

    8      9     10     11     12     13     14
  MS(3)  MS(3)  MS(3)  MS(3)  MS(3)  OFF(3) OFF(3)
  ES(1)  ES(1)  ES(1)  ES(1)  ES(1)
  NS(1)  NS(1)  NS(1)  NS(1)  NS(1)

Legend: (Number) = Number of employees on that shift

6.2 Creating New Schedules

When to Create:

  • New employee joining
  • Schedule policy change
  • Seasonal adjustment
  • Promotion or role change

Step-by-Step Guide:

Step 1: Click "Add New Schedule"

Button Location: Top-right of schedule table
Opens: New schedule form

Step 2: Select Employee

Field: Employee *
Type: Dropdown with search
Options: All active employees
Search: By name or ID
Example: "Maria Santos" or "EMP-00145"

Step 3: Select Shift

Field: Shift Type *
Type: Dropdown
Options: Available shifts
├─ Morning Shift (8 AM - 5 PM)
├─ Evening Shift (4 PM - 1 AM)
├─ Night Shift (10 PM - 7 AM)
└─ Flexible Shift (8-10 AM - 4-6 PM)

Step 4: Set Schedule Pattern

Pattern Type: Select one
├─ Fixed Schedule (same every day)
│  └─ Example: Monday-Friday, Morning Shift
│
├─ Weekly Pattern (repeats each week)
│  └─ Example: MS, MS, ES, ES, NS, NS, OFF
│
├─ Rotating Pattern (changes daily)
│  └─ Example: 2 days MS, 2 days ES, 2 days NS, 1 OFF
│
└─ Custom Schedule (unique per day)
   └─ Example: Specific shift for each day

Step 5: Set Effective Dates

Start Date: When schedule begins *
Example: December 1, 2025

End Date: When schedule ends (optional)
Example: December 31, 2025
Leave blank for ongoing schedule

Step 6: Add Notes (Optional)

Field: Notes/Comments
Type: Text area
Use For: Document reason for schedule
Example: "Promotion to Senior role requires different hours"

Step 7: Review and Submit

Review all information:
  ✓ Employee correct
  ✓ Shift selected
  ✓ Pattern clear
  ✓ Dates make sense
  ✓ Notes explain if needed

Click: "Create Schedule"
Status: Submitted for approval

New Schedule Form Example:

┌─────────────────────────────────────┐
│ Create New Schedule                  │
├─────────────────────────────────────┤
│                                      │
│ Employee *                           │
│ [Search: Maria Santos ▼]             │
│                                      │
│ Department                           │
│ [Sales (auto-filled)]                │
│                                      │
│ Shift Type *                         │
│ [Morning Shift ▼]                    │
│                                      │
│ Schedule Pattern *                   │
│ ◉ Fixed Schedule                     │
│ ○ Weekly Pattern                     │
│ ○ Rotating Pattern                   │
│ ○ Custom Schedule                    │
│                                      │
│ Start Date *                         │
│ [12/01/2025]                         │
│                                      │
│ End Date                             │
│ [12/31/2025] or [Leave Blank]       │
│                                      │
│ Notes                                │
│ ┌──────────────────────────────────┐ │
│ │ Schedule for senior role duties  │ │
│ └──────────────────────────────────┘ │
│                                      │
│ [Cancel] [Create Schedule]           │
└─────────────────────────────────────┘

6.3 Editing Schedules

When to Edit:

  • Correct assignment error
  • Approve pending schedule
  • Change shift assignment
  • Update effective dates
  • Fix schedule mistakes

How to Edit:

  1. Find the Schedule

    • Search or filter to locate
    • Click on employee row
    • OR click "Edit" button

  2. Click "Edit" Button

    • Opens edit form
    • Current values displayed
    • Fields are editable

  3. Make Changes

    • Update shift (if needed)
    • Change dates (if needed)
    • Modify pattern (if needed)
    • Update notes

  4. Review Changes

    • Verify all information
    • Check dates are correct
    • Confirm shift is right

  5. Save Changes

    • Click "Save" or "Update"
    • System updates record
    • Creates change log
    • Notifies employees if needed

Permissions:

  • ✅ Admins can edit any schedule
  • ✅ HR Managers can edit any schedule
  • ⚠️ Department Managers limited to own department
  • ❌ Employees cannot edit (must request change)

Example Edit:

Original Schedule:
  Employee: Maria Santos
  Shift: Morning (8 AM - 5 PM)
  Pattern: Mon-Fri only
  Status: Active

Change Requested:
  Manager wants to change to Evening Shift
  Reason: Promotion requires different hours

Edit Form:
  [Change Shift from MS to ES]
  [Keep dates same]
  [Add note: "Promotion requires evening shift"]

Result:
  Schedule updated to Evening Shift
  Employees and managers notified
  Change logged in history

6.4 Deleting Schedules

When to Delete:

  • Incorrect schedule created
  • Employee terminated
  • Duplicate entries
  • Test/training data

How to Delete:

  1. Find the Schedule

    • Locate the record to delete
    • Click the schedule row

  2. Click "Delete" Button

    • Warning message appears
    • "Are you sure?"
    • Shows what will be deleted

  3. Confirm Deletion

    • Click "Yes, Delete" to confirm
    • Click "Cancel" to abort

  4. Record Deleted

    • Removed from system
    • Logged in audit trail
    • Cannot be recovered

⚠️ Warning:

  • Deletion is permanent
  • Cannot be undone
  • Use carefully!

Best Practice:

Instead of deleting active schedules:

  • Mark as "Ended" with future end date
  • Create new schedule to replace
  • Maintain history for compliance

6.5 Bulk Schedule Assignment

When to Use:

  • Assign same shift to entire department
  • Create schedules for new hires
  • Update schedules for seasonal needs
  • Rotate department shifts

How to Bulk Assign:

  1. Click "Bulk Assign" Button

    • Opens bulk assignment form

  2. Select Employees

    • Filter by department
    • Select all or specific employees
    • Checkbox for each employee

  3. Choose Shift

    • Select shift type
    • Only one shift per bulk operation

  4. Set Dates

    • Start date
    • End date (optional)

  5. Review and Apply

    • Confirm selections
    • Click "Apply to All"
    • Schedules created for all selected

Example Bulk Assignment:

Scenario: Assign all Sales employees to Morning Shift for December

Bulk Assignment Form:
  Department: Sales
  Employees Selected: 8 employees
    ☑ Maria Santos
    ☑ John Doe
    ☑ Anna Cruz
    ☑ Robert Smith
    ☑ Sarah Johnson
    ☑ [+ 3 more...]

  Shift: Morning Shift (8 AM - 5 PM)

  Start Date: 12/01/2025
  End Date: 12/31/2025

  [Apply to All 8 Employees]

Result:
  ✓ 8 new schedules created
  ✓ All assigned to Morning Shift
  ✓ Employees notified
  ✓ Schedules effective Dec 1-31

7. Shift Management

7.1 Creating New Shifts

Purpose: Define standard work shifts

When to Create:

  • New shift pattern needed
  • Business hours changed
  • New facility opened
  • Special seasonal shifts

Step-by-Step:

  1. Click "Manage Shifts"

    • Opens shift management page

  2. Click "Add New Shift"

    • Opens new shift form

  3. Fill Shift Details

    Shift Name *
Example: "Morning Shift" or "Early Bird"
Max length: 100 characters

Shift Code *
Example: "MS", "ES", "NS", "EBD"
Max length: 5 characters
Used in schedules and reports

Start Time *
Format: HH:MM (24-hour)
Example: "08:00" for 8:00 AM

End Time *
Format: HH:MM (24-hour)
Example: "17:00" for 5:00 PM

Break Duration *
Format: Minutes
Example: 60 (for 1 hour)
Default: 60 minutes

Description (Optional)
Example: "Standard office hours"
For reference/documentation

Staffing Requirement (Optional)
Number of employees needed
Example: 50 people needed
Used for capacity planning

Status
Options: Active / Inactive
Default: Active

  4. Review Information

    • Verify all details
    • Check times are correct
    • Confirm code is unique

  5. Save Shift

    • Click "Create Shift"
    • Shift available for assignment

New Shift Form:

┌─────────────────────────────────────┐
│ Create New Shift                     │
├─────────────────────────────────────┤
│                                      │
│ Shift Name *                         │
│ [Morning Shift           ]           │
│                                      │
│ Shift Code *                         │
│ [MS]                                 │
│                                      │
│ Start Time (24-hour) *               │
│ [08:00]                              │
│                                      │
│ End Time (24-hour) *                 │
│ [17:00]                              │
│                                      │
│ Break Duration (minutes) *           │
│ [60]                                 │
│                                      │
│ Description                          │
│ ┌──────────────────────────────────┐ │
│ │ Standard office shift 8am to 5pm  │ │
│ └──────────────────────────────────┘ │
│                                      │
│ Staffing Requirement                 │
│ [50]                                 │
│                                      │
│ Status                               │
│ ◉ Active  ○ Inactive                 │
│                                      │
│ [Cancel] [Create Shift]              │
└─────────────────────────────────────┘

7.2 Editing Shift Definitions

When to Edit:

  • Change shift hours
  • Adjust break time
  • Update shift name
  • Modify requirements

How to Edit:

  1. Click "Manage Shifts"
  2. Find shift to edit
  3. Click "Edit" button
  4. Make changes
  5. Save changes

Caution:

Editing shifts affects:

  • All current schedules using this shift
  • Future schedules
  • Payroll calculations

Consider creating new shift instead of editing existing.

7.3 Deactivating Shifts

When to Deactivate:

  • Shift no longer used
  • Business model changed
  • Phasing out shift type
  • Consolidating shifts

How to Deactivate:

  1. Go to "Manage Shifts"
  2. Find shift to deactivate
  3. Click "Deactivate" or edit to inactive
  4. Current assignments remain
  5. New assignments prevented

Effect:

Deactivated Shift:
├─ No longer appears in assignment dropdowns
├─ Existing assignments still valid
├─ Can be reactivated later
└─ Historical data preserved

8. Filters and Search

8.1 Using Filters

Filter by Department:

Options:
  All Departments
  Sales
  Engineering
  HR
  Operations
  Support
  Finance
  [+ Add more]

Use For: View only specific department schedules
Example: "Show me all Engineering schedules"

Filter by Shift Type:

Options:
  All Shifts
  Morning Shift
  Evening Shift
  Night Shift
  Flexible Shift
  [+ Custom shifts]

Use For: View only specific shift schedules
Example: "Show only Evening Shift assignments"

Filter by Status:

Options:
  All
  Assigned
  Unassigned
  Pending Approval
  Approved
  Ended
  On Leave

Use For: Find schedules in specific states
Example: "Show unassigned positions"

Filter by Date:

Options:
  Current Month
  Current Week
  Current Year
  Specific Month
  Date Range
  Upcoming 30 days
  Past 30 days

Use For: Narrow by time period
Example: "Show December 2025 schedules"

How to Apply Filters:

  1. Click Filter dropdown
  2. Select criteria
  3. Click Apply
  4. Results update automatically
  5. Click Clear to reset filters

8.2 Using Search

Search Capabilities:

Employee Name:
  Type "Maria" → Find Maria's schedules
  Type "Santos" → Find by last name

Employee ID:
  Type "EMP-00145" → Find specific employee

Department:
  Type "Sales" → Find Sales dept schedules

Shift Code:
  Type "MS" → Find Morning Shift schedules

Date:
  Type "12/05/2025" → Find schedules for that date

Search Tips:

✅ DO:
  - Type at least 3 characters for name
  - Use full date (MM/DD/YYYY)
  - Search is case-insensitive
  - Combine search with filters

❌ DON'T:
  - Search with single letter
  - Use partial dates
  - Expect real-time results (allow 1-2 sec)

9. Bulk Operations

9.1 Bulk Export Schedule

Purpose: Export schedules for external use or backup

Format Options:

CSV (Excel Format):
├─ Opens in Excel or Google Sheets
├─ Easy to manipulate
├─ Best for data analysis

PDF (Print Format):
├─ Professional appearance
├─ Ready to print or share
├─ Maintains formatting

Excel (.xlsx):
├─ With formatting and formulas
├─ Can add calculations
└─ Professional reports

JSON (Data Format):
├─ For system integration
├─ Structured data
└─ API compatibility

How to Export:

  1. Apply filters (optional)
  2. Click "Export"
  3. Select format
  4. Click "Generate"
  5. File downloads

9.2 Bulk Import Schedule

Purpose: Import schedules from external source

Supported Formats:

  • CSV files
  • Excel (.xlsx) files
  • JSON files

CSV Format Required:

Column Headers (Required):
  Employee ID, Employee Name, Shift Code, Start Date, End Date, Pattern

Example:
EMP-00145,Maria Santos,MS,12/01/2025,12/31/2025,Fixed
EMP-00146,John Doe,ES,12/01/2025,12/31/2025,Fixed
EMP-00147,Anna Cruz,NS,12/01/2025,12/31/2025,Fixed

How to Import:

  1. Click "Import Schedule"
  2. Select CSV file
  3. Map columns (match headers)
  4. Review preview
  5. Validate data
  6. Confirm and apply

10. Reports and Export

10.1 Available Reports

Report 1: Schedule Coverage Report

Shows: Staffing levels per shift

Contains:
  Date range
  Shift name
  Required vs. actual staff
  Coverage percentage
  Gaps/Issues

Use For: Verify adequate staffing

Report 2: Employee Schedule Report

Shows: Individual schedule details

Contains:
  Employee name and ID
  Shift assignments
  Pattern
  Start/end dates
  Approval status

Use For: Give to employees

Report 3: Department Schedule Report

Shows: All department employees with schedules

Contains:
  All employees listed
  Daily shift assignment
  Coverage status
  Special notes

Use For: Department planning

Report 4: Shift Rotation Report

Shows: Shift usage and rotation patterns

Contains:
  Shift names
  Number of people per shift
  Rotation frequency
  Usage statistics

Use For: Analyze shift patterns

Report 5: Compliance Report

Shows: Schedule compliance with labor laws

Contains:
  Rest day compliance
  Overtime per employee
  Working day limits
  Compliance status

Use For: Legal/HR review

11. Common Tasks

Task 1: Create Morning Shift Schedule for New Hire

Goal: Set up schedule for new employee starting Monday

Steps:

  1. Go to Schedule module
  2. Click "Add New Schedule"
  3. Select employee: "New Hire Name"
  4. Select shift: "Morning Shift"
  5. Set pattern: "Fixed (Mon-Fri)"
  6. Set dates: Dec 9, 2025 - ongoing
  7. Click "Create"
  8. Schedule sent to employee
  9. Employee confirms receipt

Time Required: 5 minutes

Task 2: Bulk Assign All Sales to Evening Shift for Holiday

Goal: Move entire Sales team to evening for holiday operation

Steps:

  1. Go to Schedule > Bulk Assign
  2. Filter: Department = Sales (8 employees)
  3. Select shift: Evening Shift
  4. Date range: Dec 24-31, 2025
  5. Click "Apply to All"
  6. Confirmation: 8 schedules created
  7. Employees notified automatically

Time Required: 3 minutes

Task 3: Handle Shift Swap Request

Goal: Approve employee shift swap

Steps:

  1. Go to "Shift Swap Requests"
  2. Find request: "Maria wants to swap Monday Morning for John's Friday Evening"
  3. Review: Both employees approved
  4. Click "Approve"
  5. New schedules generated
  6. Both employees notified
  7. Swap effective next period

Time Required: 2 minutes

Task 4: Export Monthly Schedule for Payroll

Goal: Get all schedules for December for payroll processing

Steps:

  1. Filter: Month = December 2025
  2. Click "Export"
  3. Format: Excel
  4. Click "Generate"
  5. File downloads: "schedule_dec_2025.xlsx"
  6. Send to Payroll department
  7. They use for hour calculations

Time Required: 2 minutes

Task 5: Identify Staffing Gaps

Goal: Find days that don't have adequate coverage

Steps:

  1. Go to Calendar View
  2. Set month: December 2025
  3. Look for days with low coverage (red flags)
  4. Click on day to see assignments
  5. Identify which shifts need more staff
  6. Create new assignments to fill gaps
  7. Verify coverage improves

Time Required: 10-15 minutes

12. Troubleshooting

Issue 1: Cannot Find Employee in Schedule

Symptoms:

  • Employee doesn't appear in dropdown
  • "No results found"

Solutions:

  1. Verify employee exists

    • Go to Employee module
    • Check if employee record exists
    • If not, create employee first

  2. Check employee status

    • Only active employees show
    • Inactive employees hidden
    • Check employee activation status

  3. Search more carefully

    • Try typing full first and last name
    • Check spelling
    • Try searching by employee ID instead

  4. Clear filters

    • Some filters may hide employees
    • Reset filters and try again

Issue 2: Schedule Not Showing in Calendar

Symptoms:

  • Created schedule but doesn't appear in calendar
  • Calendar shows "no schedules"

Solutions:

  1. Refresh page

    • Press F5
    • Calendar may need to reload

  2. Check date filter

    • Verify calendar is showing correct month
    • Schedule may be in different month

  3. Verify schedule saved

    • Check schedule list in table view
    • If not in list, check if save was successful

  4. Check employee filter

    • Calendar may be filtered by department
    • Verify employee's department is included

Issue 3: Bulk Import Failed

Symptoms:

  • Import shows errors
  • Some records imported, some failed
  • "Invalid data" message

Solutions:

  1. Check file format

    • Verify column headers are correct
    • Check date format (MM/DD/YYYY)
    • Ensure shift codes match existing shifts

  2. Review error details

    • System shows which rows failed
    • Check for typos in data
    • Verify employee IDs exist

  3. Fix and reimport

    • Correct errors in spreadsheet
    • Reimport file
    • Verify all rows succeeded

  4. Import manually if needed

    • For small batches, create individually
    • Slower but more controlled

Issue 4: Shift Change Not Reflecting in DTR

Symptoms:

  • Changed schedule but DTR still shows old shift times
  • Actual times don't match new schedule

Solutions:

  1. Verify DTR generation

    • DTR is independent of schedule
    • DTR uses actual clock times
    • Schedule is expected times only

  2. Check DTR period

    • DTR may be locked for past dates
    • Can't change historical records
    • Only current/future affected

  3. Generate expected DTR

    • Use "Generate DTR" function
    • Creates expected times based on schedule
    • Used for comparison

  4. Contact admin if needed

    • Historical adjustments may need authorization
    • Compliance and audit reasons

Issue 5: Permission Denied Error

Symptoms:

  • "You don't have permission" message
  • Cannot edit or create schedules

Solutions:

  1. Check user role

    • Only certain roles can edit
    • Admin and HR Manager roles needed
    • Department managers limited access

  2. Verify scope

    • May only edit own department
    • Cannot edit other departments

  3. Request additional permissions

    • Contact system administrator
    • Provide business justification
    • Wait for access grant

Performance Tips

✅ For Better Performance:

  • Filter by department before viewing
  • Use date ranges instead of all-time view
  • Close unused browser tabs
  • Clear cache monthly
  • Use current browser version

⏱️ Typical Response Times:

  • Page load: 2-5 seconds
  • Filter application: 1-2 seconds
  • Calendar rendering: 3-5 seconds
  • Bulk import: 10-30 seconds (depends on size)
  • Export: 5-15 seconds

FAQ

Q: Can employees see their schedule?

A: Yes, employees can view their own schedule in the Employee module. They cannot see other employees' schedules.

Q: What happens if I delete a schedule?

A: Deletion is permanent. DTR records associated with the schedule are not deleted. Best practice: End the schedule instead of deleting.

Q: Can I create recurring schedules automatically?

A: Yes, select "Weekly Pattern" or "Rotating Pattern" when creating. System repeats the pattern automatically.

Q: How far in advance should I create schedules?

A: Recommended: 1-2 months in advance. Gives employees time to plan. Emergency changes possible but disruptive.

Q: What's the difference between "Fixed" and "Rotating" pattern?

A: Fixed = Same shift every day. Rotating = Different shift each day (pattern repeats). Choose based on business need.

Q: How do I handle employee requests for schedule changes?

A: Employee submits request through their portal. Manager reviews and approves. System updates schedule automatically.

Q: Can I export schedules for my mobile device?

A: Yes, export as PDF or image, then share. Or use mobile app if available to view directly.

Summary

The Schedule Module helps you:

✅ Create and manage work shifts
✅ Assign schedules to employees
✅ Plan staffing levels
✅ Monitor schedule compliance
✅ Handle schedule changes
✅ Generate scheduling reports
✅ Integrate with payroll/DTR
✅ Communicate with employees

Best Practices:

  • Plan schedules 1-2 months ahead
  • Communicate changes promptly
  • Balance workload fairly
  • Monitor compliance regularly
  • Keep backup of schedules
  • Document all changes
  • Follow labor laws

📌 Quick Links

  • Schedule Module: /admin/schedule
  • Shift Management: /admin/schedule/shifts
  • Calendar View: /admin/schedule/calendar
  • Reports: /admin/schedule/reports
  • Employee Schedules: /admin/schedule/employees
  • Need Help?: Contact IT Support

Documentation Version: 1.0
Last Updated: December 5, 2025
Status: ✅ Complete