Schedules in Workforce TNA allow you to define and manage employee shift patterns using Daily Rules. This guide walks you through creating, assigning, and managing schedules for your workforce.
What is a Schedule?
A Schedule is a template that outlines which Daily Rules apply to each day over a set period. Once created, schedules can be assigned to employees, locations, and departments to automate the shift planning process.
Creating a Schedule
To create a new schedule:
- Go to Shift Setup > Schedules.
- Click Add to start a new schedule.
- Enter a Schedule Name – choose something descriptive and easy to identify.
- Set the Start Date – this is when the schedule begins.
- Choose the Number of Days – this defines the schedule cycle (Number of Days: 7, 14, 21, 28, 35, 42, or 56).
Why the Schedule Start Date Matters
When using schedules that span two weeks or more, it's crucial to set the correct start date—especially if shifts alternate weekly.
For example:
- Week 1: Monday, Wednesday, Friday
- Week 2: Tuesday, Thursday, Saturday
To ensure the cycle begins correctly, the start date must match the first Monday of the intended schedule. This anchors the rotation so that Week 1 and Week 2 follow the correct pattern.
If the start date is incorrect, employees may be scheduled for the wrong week—e.g., working Tuesday, Thursday, Saturday when they should be on Monday, Wednesday, Friday.
Additionally, the schedule’s start date should align with the start of the pay period to ensure accurate payroll and reporting.
Assigning Daily Rules
Each day in the schedule must be assigned a Daily Rule:
- Use the drop-down menu to select a rule for each day.
- You can assign multiple rules per day if each Daily Rule has a defined Auto-Schedule Time Range.
This setup ensures employees are automatically scheduled according to the rules you've defined.
Linking to Locations and Departments
Schedules can be linked to specific Locations and Departments:
- This ensures users only see schedules relevant to their assigned areas.
- Helps streamline visibility and management across teams.
Assigning Employees to Schedules
Once a schedule is created:
- You can view and manage which employees are assigned to it.
- Tick the checkbox next to an employee’s name to assign them.
- If an employee’s schedule changes after they’ve started using Workforce TNA, use the Reset Shifts option on their timesheet to apply the new schedule.
Managing Existing Schedules
Use the tools provided to manage your schedules:
- Search Bar – quickly find schedules by name.
- Show Archived – view older or inactive schedules.
- Show Dropdown – Adjust the number of schedules displayed per page.