The Staff > Preview Schedule screen will allow admin level users to preview the schedules for staff for specific classrooms/programs. This is part of the overall scheduling process for staff. There are settings for how many weeks can be adjusted on the Setup > System Config, Extended Config screen.
In order to utilize this process, verify the below items have been setup within the system-
- Home > Hours- center hours must be current, for each day select the from and to time the center will operate.
- Staff must be setup under Staff > Staff list, be sure each staff member is associated to a specific site.
- For each role that will access labor planning options Activity IDs: 394, 395, 1059 must be set to All Permissions.
- Go to Staff > Staff Availability to setup times staff can be scheduled.
- Go to Staff > Create Schedule to setup staff schedules.
Preview the Schedule
Go to Staff > Preview Schedule
When the screen opens, you will be able to select a particular school or site you are working on scheduling, you can select the time period as well (currently this is only created by the week).
Once a school and time period are selected the scheduled staff hours will display in the lower portion of the screen. There are two view options- by Staff Member and by Classroom.
Edits can be made from this screen by clicking on the schedule bar for each staff member, then select Edit.
Once the edit box opens, the schedule time can be edited or deleted. Once complete select Save to save changes.
Any Ratio Warnings or Overlapping schedules will display in the warning boxes, if a warning existed the box could be selected to expand the warning. A schedule cannot be published when overlapping schedules are present.
Once the warnings have been resolved and the schedules have been reviewed, select the publish button to publish the schedule.
After selecting Ok, the Print Schedule screen will display.
The detail displayed can be altered by selecting differing schedule criteria- school, classroom, time period or staff.
Three different views are available, Week by Staff Member, Day by Staff Member and Day by Classroom.
To create a PDF copy of the schedule, select the Create PDF button.
If changes need to be made to the schedule select the Edit Schedule button, this will move the schedule back to edit status. Once changes/updates have been made the schedule will need to be published again.
To edit the schedule press Ok, to go back without making changes select Cancel.