Getting started with Everee Scheduling
How Scheduling works in Everee:
- Scheduling is tied to Locations, not Teams
- Admins can turn scheduling on or off for the account (see test mode below)
- Admins can create / manage schedules
- You can have one schedule per location
- Managers can create / manage schedules for any location
Turn on scheduling
To get started with Scheduling you’ll need to visit Time settings to activate scheduling for one or more worker types. You may select from Hourly or Contractor workers, salaried workers cannot be added to a schedule.
Scheduling test mode
Test Mode allows you to turn on the scheduling features for Admins only - this means any changes you make to location assignments, schedules, shifts, etc… will not be visible to workers. We recommend using this mode until you are ready to transition workers to Everee Scheduling so as to avoid confusion.
Publish Reminders can be set to remind your managers to publish any unpublished shifts so you don’t end up shorthanded!
Select your locations
Once you have turned on scheduling you’ll need to select and configure the locations you want to appear in Scheduling - this is done on the Location settings page.
Step 1 is to activate the location for scheduling.
Step 2 is to set the working hours for the location (and click save).
Associate employees with locations
To add someone to a specific location, navigate to that worker’s profile in the People section and modify their Schedule location in the Work Information section.
Notify your team
Be sure to notify your team that you’ll be using Everee for work scheduling. Encouraging workers to download the mobile app will provide the easiest access to their schedule even if they don’t use the mobile app to clock in/out. Additional information is available to workers to help them maximize their experience and usage of the schedule - learn more.
Viewing a schedule
The dashboard is the starting place first stop for information about your schedules. Each card is location specific and gives you at-a-glance information including:
- Workers at the location
- Published shifts
- Unpublished shifts
- Approvals required
- Payroll costs, scheduled, actual, and week over week
Clicking a location card will take you to the calendar view.
Calendar view is the default view of the schedule and shows the current week and all workers at the location. Scheduled shifts are shown on the calendar grid alongside PTO, Holidays, and Unavailable time. You can also see coverage requests, open shifts, and conflicts. Remember, this view is specific to a single location and includes any workers who are assigned to this location.
At the bottom of each view you will see key scheduled/payroll metrics including:
- Projected contractor hours
- Projected hours and earnings
- Actual clocked hours and earnings
- # of scheduled workers.
These metrics are designed to help you create and manage your schedule, keeping costs in check while providing the coverage you need.
Changing to the day view gives you an hour by hour look at the schedule - helping you to see shift overlaps and coverage for a single day. Day view includes all of the same information as calendar view.
The dashboard contains Current week and Last week calculations for scheduled wages and actual (to-date) wages.
Each row of the schedule will include the same metrics specific to the worker or group. For the worker view it will also include highlighting if a worker is scheduled for overtime hours.
The schedule will also summarize scheduled hours and earnings for each day, actual clocked hours and wages for the day, and the number of workers scheduled. Additionally, projected contractor hours will be displayed, note: we do not calculate wages for contract workers.
Creating your schedule
Add people to location
To add someone to a specific location, navigate to that worker’s profile in the People section and modify their Legal work location.
Creating a shift
Clicking the calendar grid will allow you to create a new shift. Once you’ve filled in all the required information you can either save the shift as a draft or publish it immediately.
Depending on your view, some information will pre-populate but it can be changed before saving or publishing.
Modifying a shift
To change a shift, click on the shift in the schedule grid. The edit window will slide out and give you access to all fields of the shift. Editing a shift will reset the shift to unpublished, so be sure to republish your changes
Open shifts are a special type of shift that isn’t assigned to a specific worker at the time of publishing. When you add an open shift to the schedule, workers will be notified and will have the opportunity to claim the shift. Managers have the ability to approve/remove workers from an open shift, especially important if more than one worker tries to claim the same shift. Learn more.
If you have added draft shifts to your schedule it is important to publish them so that workers are notified and can see the shifts on their schedule. Unpublished shifts are only visible to the manager and cannot be viewed (or claimed in the case of open shifts) by workers.
Clicking the Publish [publish button] button will publish all unpublished shifts and workers will be able to see those shifts on their calendar.
Note: Shifts with conflicts cannot be published until they are resolved.
Managing the schedule
If a scheduled shift will cause a specific worker to cross into overtime the shift will be flagged with a warning. These shifts can still be published.
If two or more shifts conflict with each other they will be highlighted. Clicking on a conflicted shift will show you the details of the conflict and allow you to edit or remove the shift.
Shifts with conflicts cannot be published. If a new, unpublished shift conflicts with a previously published shift the conflict will need to be resolved before the new shift can be published.
Shifts with open coverage requests are identified by the crossing arrows. Clicking on a shift with a coverage request will open the coverage side panel and allow you to take action on all open coverage requests. As a manager you can approve or remove coverage offers - or decline the coverage request. Learn more
Unavailable time & PTO
Workers can create Unavailable time to indicate when they aren’t available to work, this time will appear on the calendar. This helps to prevent scheduling conflicts. This does not go through a manager approval process. Please contact your worker directly if there are issues with unavailable time
Paid time off will appear on the calendar for any worker who has requested it. This helps to prevent scheduling conflicts.