This feature allows you to define the daily work schedules of your employees while giving them the freedom to view, print, email, and import their schedules into third party calendar apps. Your employees can request time-off and swap shifts with other employees, which will alert their manager to approve or deny the request. This tool can generate all work shifts based on templates for the whole company, a specific store, shift, or employee group. Because it’s integrated with your Point-ofRental Software, you’ll have visibility to dynamically budget for flex employees such as forklift operators and drivers, or when a large staff is required for erecting tents during peak seasons. In addition, audits and reporting become a breeze

Time Clock Scheduling allows employees to be scheduled,view and request time off through Point-of-Rental or if imported into an online calendar like Google Calendar.

To get to the Time Clock Scheduling go to the Program Menu->18 Time Clock Scheduling->Scheduling.

1.     Calendar View – Change how the calendar is viewed.

•              First Dropdown – Select different views. Ex. Month, Year, Day

•              Second Dropdown – Number of minutes per time grid line. Ex. 60,120, 180

2.     Shift Definition – Allows adding employees to a schedule, adjusting start time, and shift length.

3.     Tools:

•              Define Shifts – Create Shift(s).

•              Set Group Budget – A classic view of the calendar, where empty budgets are viewed and fill by scheduling an employee.

•              Print – Print schedule.

•              Your Schedule – Pulls up schedule.

•              Approve Time-Off – Allows approving/denying employee(s) time-off requests.

4.     Options:

•              Schedule Time-Off – Changes the mode from scheduling to scheduling time-off. To return to scheduling reselect Schedule Time-off.

•              Hide Unapproved Shifts – Hides all unapproved shifts.

•              Hide Unapproved Time-Off – Hides all unapproved time-off.

•              Show Denied Time-Off – Shows Denied Time-Off.

•              Show Voided Shifts – Shows Voided Shifts.

Defining Shifts – Click on Tools-> Click Define Shift.

1.     Select the day that a shift needs created and click “Create Shift”

•              Shifts are created for only one store.

•              Specify a name for the shift and a time.

•              Flexible – This shift can start anytime a static time can be set.

•              Duration – Allotted time this shift is going to work.

Note – If schedules are similar Monday to Friday, Create all the shifts on one day then copy the shifts to other days.

2.     Click “Save Shift”

3.     Define Group Requirements

•              Group Requirements -- Define how many employees are required per group and set a manager per Group.

•              Advanced – Used for rotating shift(s).

•              Employees Required – How many employees are required for that shift.

4.     Define employees’ shifts.

•              Assign Employee To Shift – Assigns the employee(s) to the shift.

•              Remove Employee From Shift – Removes the employee(s) from the shift.

•              Staff Filters – Filters how employees are viewed.

•              Change Rank – If checked employees can be dragged and reordered. *Use when rotation schedule is enabled.

*Note: After making any changes click on Save Shift.

Copying Shifts – Click on Tools-> Click Define Shift

1.     Right click a shift or “All Shifts”

•              Copy Everything – Copies all the settings, shift information and employees.

•              Copy Shift and Settings Only – Copies the shift and settings only.

•              Copy Shift Only – Only Copies the shift.  

      2.  Then go to another day and right click and paste

Note -- If the shift is already there it will not update the shift.

Schedule Employees

1.     Click on the shift or All Shifts that need scheduled.

2.     By clicking on “Auto Schedule Shift(s)” or by clicking on the employee(s) name and click “Schedule Selected Employee(s)”.

3.     Floaters? – Employee(s) that are not assigned to a shift or not scheduled.

4.     Other Shifts? – Employee(s) that are assigned to other shifts.

Employee Schedule – Click on Tools -> Click Your Schedule

1.     Calendar View – Change how the calendar is viewed.

•              First Dropdown – Select different views. Ex. Month, Year, Day

•              Second Dropdown – Number of minutes per time grid line. Ex. 60,120, 180

2.     Email Schedule as Attachment – Allows emailing of schedule.

3.     Request Time-off – Ability to request some time off. Managers will be able to approve or deny.  

4.     Export Schedule To File – Export the schedule as .xml, .ics, or .dat

            a.  How to import Point of Rental Schedule into Google Calendar.

                - Create a Calendar (Optional)

                - Click the Arrow next to OTher Calendars and select Import Calendar.

                - Choose iCal File or CSV file

                - Choose what calendar you want to import the iCal file into.

                - Click Import.

                *Note: If you exported everyone's schedule it will import all schedules.

    5.  Print – Allows printing in different styles or view on screen.

    6.  Show Everyone – Shows everyone that is scheduled.