Job Scheduling

Job Scheduling

Job Scheduling is used for managing jobs and assigning them to employees in the form of schedules, to ensure that a job is done on a specific day(s) and within a specific period. For any given day, you can add multiple schedules and also ensure that the schedules do not clash with each other.  

There can be repeated schedules so that job can be done as a series, continuously in regular intervals. Further when you log time for the jobs within the scheduled time, you can get an exact record of the worked hours against each scheduled Job. When you define that a job should be completed within the set time, you have more accountability and a much easier way to track if employees were able to complete the job within the slot. Employees can also have a consolidated view of their schedule for the entire day or week which in turns helps them to gain more clarity and focus on their schedule.

Pre-requisite Settings

Job Scheduling can be accessed by all users of your organization. You can restrict access according to your organizational needs. If you want only the Reporting managers to use Job Scheduling for your organization, this can be defined in Settings.

To define settings:

  • Go to Timesheet > Settings > General Settings > Job Schedule Settings
  • In 'Job Schedule View Permission', select Users/Administrator/Reporting Manager as required
  • In 'Job Schedule Edit Permission', select Users/Administrator/Reporting Manager as required

Note: To set Edit Permission, View Permission should be given in the first place for the Users/Administrator/Reporting Manager.

Here, if you select Administrator, then, the administrator of the account, location-based administrator for the account if any (configured under User Access Control > Roles ) and location-administrator for Timesheets module if any (Configured under User Access Control > Permissions > Admin Operations) will have access to view/edit the job schedules specific to those settings. I.e - if a User/Employee is set as the location admin for India, then this User will be able to view the job schedules that are created for Users in the location. Similarly, if there is another User who is set as the location-based admin for the Timesheets module for China, then that User will be able to see all the job schedules of the Users in China. If 'Reporting Manager' is chosen, then the Reporting Manager will be able to view/edit/add/delete Job Schedules of sub-ordinates across all locations.

  • Enable email notifications for published job schedules if required
  • Enable Feeds notifications for published job schedules if required

  • Click Submit

Note:If you enable notifications, then the Users for whom the job schedule is created will be notified as soon as the schedule is published. If there are multiple schedules unpublished, then when the 'Publish' action is done, an email or feeds notification will be sent (based on the Settings configured) for all the Job Schedules at one shot.

Adding a Schedule

  • Go to Timesheet > Job Schedule
  • Go to the date column of the user for whom you would like to add the schedule and click to add schedule
  • Select the Project and the Job name
  • Enter other details like description, 'From' and 'To' time
  • Check the 'Repeat' box to repeat this schedule
  • Under 'Repeats', select Daily or Weekly or Monthly
  • Under 'Interval', enter the number based on your need

For eg., if you would like the job schedule to be followed once in two weeks, then you can give 2 in the number of days, select 'Week(s)' once and select the date until which the schedule should be repeated. Any schedule that is repeated, becomes a Series.

  • Click Save as Draft if you do not want to Publish the schedule

Note: The schedules that are saved as 'draft' will be visible only to the owner of the schedule. 

  • Click Publish to Publish the schedule

Note:Users for whom the schedule is added will be able to see all the published schedules. To publish a collection of job schedules at one go, you can save them as 'draft' and publish them later.

 

Editing a Schedule

  • Navigate to Timesheet > Job Schedule > Schedule 
  • Click on the schedule on the day or week view
  • Make the required changes

  • Click Publish or Save Draft

Note:Schedules of the past cannot be added or edited by anyone other than the administrator.

Deleting a Schedule

  • Click on the schedule in the day or week view
  • Click on the 'delete' icon

Editing a Series

  • Click on the schedule
  • Click on 'Edit' in the 'Repeat' option
  • Make the required changes
  • Click Save Draft

You will get a pop-up where you can select that the edits done should be applicable to one of the following:

  • Only this schedule - Changes will be made only to the current schedule
  • This and the following schedule in this series - Changes will be made to the current schedule and to the upcoming schedules of the series
  • Entire series - Changes will be made to the entire series (including previous dates)

  • Click Publish to get the changed schedule published

Deleting a Series

  • Click on the schedule
  • Click on the delete icon

You will get a pop-up where you can select that the deletion should be applicable to one of the following:

  • Only this schedule - Only the current schedule will be deleted
  • This and the following schedule in this series - The current schedule and the upcoming schedules of the series will be deleted
  • Entire series - The entire series (including previous dates) will be deleted

Cloning a Schedule

The 'Clone' option helps you copy the schedule(s) of the past day/week to the following day/week. If you have selected the 'Day' view while using the 'Clone' option, then the schedule(s)of the day will get copied to the following day. If you have selected 'Week' while using the 'Clone' option, then the schedule(s) of the entire week will be cloned to the following week.

Note:If there are filters used, then the cloning done will be based on that. For eg., if you have selected a particular User in the filter and then proceed to use the Clone option, then the specific User's job schedule alone will get cloned for the following day/week.

Schedule Views

There are two views on the job schedules that are created.

The Day view gives the details of all the schedules for the entire day. You will be able to see the schedules displayed horizontally, with the option to drag and extend the scheduled hours. While doing this, if there is another schedule during the same slot, you will not be able to add a new schedule. You can also click on the schedule in the day view to edit it.

The Week view gives the details of all the job schedules for a user across the week that is chosen.

To view Job Schedules of specific locations or departments:

  • Click on the filter icon
  • Make the selection from the drop-downs as required
  • Click Search

To Print/Export/Download:

  • Click on the ellipsis icon in the day/week view and select the required option. Export can be done only in xls, xlsx, tsv and csv formats. The data that is exported/printed/downloaded will be based on the options selected in the filter.

Hide in Job Schedule View:

In case you do not want the Weekend(s), Holidays, Leave to be highlighted in the job schedule view, you can disable it. Follow the steps given below.

  • Navigate to Timesheet > General Settings > Job Schedule Settings
  • In 'Hide in Job Schedule View', select Weekend(s)/Holidays/Leave or all based on your need
  • Click Submit

Exclude from Repeat Series

  If you would like to exclude either Weekend(s), Holidays or Leave from the repeat series, 

  • Go to Timesheet > General Settings > Job Schedule Settings
  • Select the option(s) that you would like to exclude
  • Click Submit

Notifications:

For each published Job Schedule, there can be email/Feeds notifications that can be enabled/disabled.

  • Navigate to Timesheet > General Settings > Job Schedule Settings
  • Under Email and Feeds notifications for publishing Job Schedule(s), check the enable/disable option
  • Click Submit

Reports:

Summary Report:

The Scheduled Vs Worked Hours report gives a comparison of total time logged by a User against the number of hours of work done within the schedule.

  

Terminologies in the Report:

  • Scheduled Hours: The total number of hours that is scheduled for the job, for a particular User.
  • Logged Hours(Within the schedule): Hours logged by the User for the particular job within the schedule ( through manual (start-end) and timer method)
  • Logged Hours (Total): Hours logged by the User for the particular job within the schedule ( through manual(start-end) and timer method)
  • Overtime/Deviation: This is the difference between the logged hours and the scheduled hours. If the total hours logged within the schedule is more than the scheduled hours, then it will show as overtime. If it is less, then it will show as Deviation (as a negative value).

For example, assume that a User has logged a timer entry from 10 am to 6 pm. Consider that there is a schedule from 5 pm to 7 pm.

Here, Logged hours(Total) = 8 hours

Scheduled hours(Total) = 2 hours

So, there is an overtime of 6 hours

Here, total logged hours within the schedule = 1 hour ( 5 - 6 pm)

Therefore, there is a deviation of 1 hour.

Assume that the schedule is from 6 pm to 8 pm, then the deviation will be 2 hours, although on the total logged hours there is an overtime/deviation of 6 hours.

Detailed Report:

The Detailed Report gives complete details of logged hours and hours worked within the schedule for a chosen period for an employee. You can also view this report for a customized period by clicking on the filter icon. This report can also be exported or download by clicking on the ellipsis icon.

  

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