General Options

General Settings

Schedule

Recurring Schedule

Attendance

Time Block Preferences

Overtime

Totaling Hours

Time Off

Availability

Swap & Sign up

Breaks

Alerts

Date and Time Information

 

GENERAL OPTIONS SCREEN

 

In General options you can set options that affect the entire account. Only a user with admin rights can change general settings.

 

NOTE: Many of the options that used to reside in the General Options screen have changed to per-user settings.

To see more information about these settings, see the User account page.

 

GENERAL INFORMATION

 

logo

 

Company Name: Enter the name of your company, or company division if you are using multiple accounts for your company.

 

Administrator Email: This is the main admin email address for the entire account.

 

Company Logo: Click the "Browse..." button to browse on your computer for a graphic file of your company logo to upload. Once the file path loads into the text box, click on the "Upload" button to upload the file to WorkSchedule.Net.  This logo will be shown in the manager area on your home page, and in the employee area at the top.

 

SCHEDULE

 

schedule

 

Use schedule: Check this box if you are using the scheduling module, i.e., all the employee scheduling capabilities of the system.  You may want to uncheck this, if you are using WorkSchedule.Net as an attendance solution only, for example.

 

RECURRING SCHEDULE

 

recurrent schedule

 

Use recurring schedule: Check this box if you want to use the recurring schedule.

 

Indicate shifts that are not regular: Check this box if you want WorkSchedule.Net to highlight those time blocks in the current schedule that do not have a match in the recurring schedule, and thus, are "not regular".  These time blocks are highlighted with a yellow background color, when in the standard color scheme.  See Color Schemes for more info.

 

Use Confirm / decline feature: Check this box to allow your employees to confirm and decline shifts. When they login to their employee accounts, they will see links for "CONFIRM" and "DECLINE" on each time block in the My Schedule area. The employee can click on one of the links to either confirm or decline the time block.

 

CAUTION: Changing the following two settings after the Setup Wizard is not recommended without the assistance of a scheduling specialist. You can call 866-846-3123 for support.

 

Number of days in schedule period: Enter the number of days in your recurring schedule pattern.  We recommend using a number divisible by 7. NOTE: This can be tricky.  We recommend speaking with a scheduling specialist at 866-846-3123 for assistance if you are unsure.

 

Scheduling period begins on: This is the date that corresponds with Day 1 of your recurring schedule.  Use this date to align your recurring schedule to the real calendar, and thus to the current schedule. NOTE: This can be tricky.  We recommend speaking with a scheduling specialist at 866-846-3123 for assistance if you are unsure.

 

 

ATTENDANCE

 

attendance

 

 

Use Attendance: Check this box if you want to use the Attendance capabilities of the system.

 

QuickBooks Pro Create Time: If you want to export your attendance data to Quickbooks Pro ® or Premiere ® for payroll, enter the QuickBooks Create Time number into this text box.  See Exporting to Quickbooks for information on how to find this number, and how to export to QuickBooks.

 

TIME BLOCK PREFERENCES

 

GO-timeblockpref

 

Use notes in time blocks: Check this box if you want to be able to store notes inside each time block.

 

Use category sort field: Check this box to allow yourself to manually order your departments, tasks, time of day, etc.
 
Use Drag And Drop: Check this box to allow the drag and drop feature.

 

Color for open shifts: This option allows you to override the default color scheme for open shifts. See Color Schemes for more information.

 

Color for unusual shifts: This option allows you to override the default color scheme for unusual shifts. See Color Schemes for more information.

 

 

OVERTIME

 

GO-overtime

 

Overtime Multiplier: This number will be multiplied by the employee's regular pay rate to calculate the overtime rate. If you do not want overtime pay, enter 1 into this box.

 

Weekly Overtime Threshold (in hours): Any hours worked past this amount in a given week will be counted as overtime and will use the overtime pay rate.

 

NOTE: WorkSchedule.Net only handles a single weekly overtime threshold amount. We do not handle any other overtime laws or rules, such as a daily threshold. Please check with your state government for any additional overtime laws to ensure full compliance with state and federal regulations.

 

 

TOTALING HOURS

 

totaling hours

 

Day begins at a time other than midnight / Starts at: Check this box and enter a time in the box if you want to set a time other than 12:00 am that each day ends and begins, for the purpose of totaling hours only.

 

TIME OFF

 

time off

 

Use Time Off: check this box if  you want to activate the Time Off category.

 

Use Time Off Accounts track days off: check this box if  you want to activate the Time Off Accounts category. If you uncheck this box, the system will disable the category automatically.  When you check this box, the system tracks how many days off your employees are taking per time off account. If an employee requests time off more than allowed for a certain account, the following warning will be displayed on your screen when approving time off:

 

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Checking this option also shows the employees how many hours they have taken off so far on the time off screen and warns them if they are requesting more than the allowed time off for every account created by the manager.

 

Use finalized attendance for historical time off: When checked, this box has the following effects on manager and employee sides:

On the manager side, the time off report would retrieve the data from both, the finalized attendance screen, and the posted current schedule (as opposed to only pulling data from the schedule when this box is unchecked).

 

On the employee side, a new link would show under the Time Off tab called Time Off History. This tab retrieves data from the attendance screen.

 

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Paid Hours Default Method:

You have the option to set how you want the hours to be defaulted for each time off request. You can manually change the number of hours to whatever you want. The number of hours defaulted is the number of hours that will be deducted from a user's time off ledger for the specified time off account. There are 5 different options for each company to choose the one you find the most suitable for your needs:

 

From start time to end    time

This sets the number of hours that the employee requested off to the exact number of hours between the specified times they requested to have off. For example, if they request off from 9am to 4pm on Monday, their Time Off Account will be deducted 7 hours.

By employee request

This option allows employees to specify the number of hours they feel should be deducted from their time off ledger. For example, they could take off 24 hours, but request 8 hours to be deducted from their Time Off Account. Of course, the manager can override this value.

Based on user default

This option allows the manager/admin to set the amount of hours each employee will have deducted by default. Meaning, an employee can request off 24 hours, but the amount of hours that is deducted in their Time Off Account will be their default paid hours from their user record, which can be different for every employee.

Based on Time Off          Reason

This choice allows the manager/admin to edit Time Off Reasons so that when an employee requests time off for that specific reason, it will default to a set number of hours for that reason, regardless of the employee.

Legacy Default

This is the default option. When selected, the number of hours requested by an employee will be rounded to either their total Hours Per Day under their Time Off in their User Account, or to half of these total hours. If the number of hours an employee requested off is greater than 75% of their total Hours Per Day then the number of hours deducted from their Time Off Account will be the total number of hours. However, it the number of hours the employee requested off is less than or equal to 75% of their total Hours Per Day, then the number of hours will round to half of their total Hours Per Day. For example, if an employee's Hours Per Day is 8 and they request 6.5 hours off then the hours deducted from his/her Time Off Account will be rounded to 8. However, if the same employee requests off 5.5 hours, then the hours deducted from his/her Time Off Account will be 4.

 

AVAILABILITY

 

availability

 

Use employee availability features: Check this box if you want to use the employee availability features, where employees can indicate their availability to you, so that you may schedule around it.

 

Allow categories in availability: Check this box if you want to use the employee to attach category items to their availability time blocks.

 

Allow availability time blocks to cross midnight in availability: Check this box if you want the employees to be able to create availability time blocks that cross midnight, which otherwise is prohibited. NOTE: It is not recommended to check this option without speaking first with support.

 

 

SWAP & SIGN UP

 

biddingswap

 

If you are looking for enabling the Swap and Sign up options, please see the User Account

 

Swap Method: This option allows you to change the swap method of approving employee's shift swaps.

 

Use Bidding Feature: Check this box if you want employees to request to work a particular shift before the manager assigns the shift to a requesting employee.  Allow employees to sign up for open shifts must be checked as well for this feature to be enabled.  This feature is used in conjunction with the Only Schedule Bidders rule, which limits acceptable employees to bidders only, and can be combined with other rules to assign based on other factors.

 

 

BREAKS

 

breaks

 

Schedule shift breaks: Check this box if you want to be able to schedule breaks for your employees.

 

Ignore breaks when calculating total hours worked: (Applies only if Schedule shift breaks is checked.) Check this box if you want break time in the time blocks to add into the total number of hours worked.

 

Maximum number of breaks per shift: (Applies only if Schedule shift breaks is checked.) Enter the maximum number of breaks you foresee having on any time block.

 

 

ALERTS

 

alerts general

 

Send email alerts to employees when there is a change in the Current Schedule: If you check this box, the system will send an automatic email to the affected employee when the manager changes the posted portion of his/her current schedule, alerting the employee of the change. It will also alert employees when the schedule is posted or un-posted.

 

Send email alerts to managers when there is a change in the Current Availability: If you check this box, the system will send an automatic email to the manager when the employees change their current availability, alerting the manager of the change.

 

Send email alerts to managers when there is a change in the Recurring Availability: If you check this box, the system will send an automatic email to the manager when the employees change their recurring availability, alerting the manager of the change.

 

Allow reminders: If you check this box, a new section will appear in the User Account screen that will allow managers to set reminders to be sent to employees before their scheduled shifts.

 

DATE AND TIME INFORMATION

 

date and information

 

Local time zone: Choose your local time zone from the drop down list. NOTE: If your time zone is not on the list, contact support at 866-846-3123 and we can set up your time zone for you.

 

Use daylight savings time: Check this box if you abide by daylight savings time in your area.

 

Time format: Choose either Standard Time (am/pm) or Military Time. This format will be used in most areas where times are displayed or input by the user.

 

Date format: Choose either American or European Standard Time date format. This format will be used in most areas where dates are displayed or input by the user.  The American date format is "MM/DD/YYYY".  The European date format is "DD/MM/YYYY".