Getting started with Scheduling

Scheduling lets you build your teams’ schedule, shift by shift, and then publish it. Your employees see it in “My schedule”, confirm their shifts, claim open shifts and offer replacements. This article covers activating the module, access rights and the screens; it is for schedulers, HR and administrators.

Before you start #

• Scheduling is an option of your subscription: it must be subscribed to, then installed from the App Store (see “Activating the module” below).
• The Scheduling menu only appears to people whose role holds the “Scheduling module — Access” right at the Access level.
• To schedule, you also need the “Schedule: read (Access), create and edit shifts (Execute) of one’s population” right; to configure the module, the “Scheduling module settings” right. The details follow in “Access rights, in business terms”.

What the module does #

A shift is a working time slot: a date, times, a location, a position. It is linked to a contract, not just to a person. An employee with two contracts therefore has two rows in the schedule.

A published shift becomes the planned schedule for that day. It takes precedence over the standard week of the attendance profile. Planned time, clocking and Attendance reminders follow it.

Activating the module #

Scheduling is an option of your subscription.

1. Subscribe to the Scheduling option.
2. Open the App Store and install Scheduling.
3. Give the module rights to the relevant roles (see below).
4. Open “Settings” in the Scheduling menu and check the settings: Scheduling settings.

The module is active once it is subscribed and installed. If it is deactivated, shifts no longer have any effect: planned time reverts to the standard week and calendar synchronisation stops. The data is kept and takes effect again when the module is reactivated. The module can also be withdrawn from a single person.

Access rights, in business terms #

Rights are managed in Illizeo roles, as for every module. Each role carries a level (Access, Execute, Admin) and a scope. The scope is the set of employees the role acts on. Without the right, the entry does not exist: it does not appear in the menu.

• Module access (“Scheduling module — Access” in the role matrix): see the Scheduling menu and “My schedule”. This is the employee’s right. It lets them confirm or decline their shifts, claim open shifts, hand over or swap a shift and declare their availability.
• Schedule (“Schedule: read (Access), create and edit shifts (Execute) of one’s population”): the scheduler’s right, over their scope.
  • Access (read) level: see the schedule, open shifts, publication batches, conflicts, requests and import / export. This level also gives access to the Scheduling reports in People Analytics.
  • Execute level: create, edit and delete shifts and open shifts, copy a week, apply a template, import, auto-assign. Decide on applications and replacements when no active workflow handles them.
  • Admin level: publish, unpublish and withdraw a publication batch.
• Templates (“Shift templates: read (Access), manage (Execute)”): manage shift, day and week templates. This right comes on top of Schedule: without Schedule, it is of no use. Applying a template in the grid requires Schedule at the Execute level.
• Settings (“Scheduling module settings”): open and change the module settings.

From Settings › Roles & access, the “Open roles” button takes you to the roles.

The rights offered by default. When the module is opened, Illizeo’s standard roles receive:

• All employees: module access;
• Manager: module access, Schedule at the Access and Execute levels (they schedule, without publishing), and Templates;
• HR Manager: module access, Schedule at every level, Templates and Settings;
• Auditor: module access and Schedule in read-only mode (Access level);
• Administrator: every right of the module.

A role that has already been set up is not changed, and you can change everything in the roles.

The scheduler’s screens #

The Scheduling menu is arranged in four groups.

• Plan: “Schedule”, “Open shifts”, “Publishing”, “Templates”, “Conflicts”.
• Team: “My schedule”, “Requests”.
• Analysis: “Import / Export”.
• Configuration: “Settings”.

The module opens on “Schedule”. The grid offers five views: “Week”, “Day”, “Month”, “By Role” and “List”. The “Add” button creates a shift; the “Actions” menu groups the actions for the period shown. Everything is described in Creating and publishing a schedule.

My schedule, for the employee #

“My schedule” shows the week of the signed-in employee. The “Previous week” and “Next week” buttons move between weeks.

For each shift, the employee sees its status: “To confirm”, “Confirmed” or “Rejected”. Depending on your settings, they can:

1. confirm the shift with “Confirm”;
2. decline it with “Decline”, giving a reason that is passed on to the scheduler;
3. open the shift with “Open”, to see its details and tasks;
4. clock in, or check in, and then complete the shift: Clocking in on a shift and geofencing.

The page also includes:

• “My team this week”, if your settings allow it;
• the open shifts they can claim, and their colleagues’ requests: Open shifts and replacements;
• “My availability”: Availability and preferences;
• “My tasks”, for tasks assigned to them on colleagues’ shifts.

The scheduler never confirms on the employee’s behalf. Only the employee answers for their shifts.

Reports and exports #

• People Analytics offers four Scheduling reports: planned hours and hours due, planned and clocked, confirmations, open shifts and replacements.
• Custom reports: the “Scheduling” column group adds, per employee and for the report period, the number of shifts, planned hours, clocked hours, the gap between the two, confirmed, rejected and pending shifts, and claimed open shifts. Hours are decimal (7.5).
• These columns are visible if the module is active and you hold the Schedule right. For an employee outside your scope, the cell stays empty.
• A scheduled custom report carries them in its deliveries: e-mail, SFTP drop or retrieval through the API.

Elsewhere in Illizeo #

Shifts also appear outside the module, always according to rights:

• a home page widget: “My next shift” and “To confirm” for the employee, “Unfilled open shifts” and “Requests to handle” for the scheduler;
• the “My schedule” and “Publish” quick actions, also offered in the command palette;
• the Illizeo calendar, in the Planning category;
• the Planning tab of the employee profile;
• the History tab of the profile, Scheduling category: changes to their shifts, tasks, availability, applications and replacements;
• a calendar feed (.ics), and synchronisation with Google or Outlook if the employee has enabled it;
• the platform log, in Manage Illizeo › User Logs: all the module’s entries are grouped under the “Scheduling” module, with the action in plain words (“Shift published”, “Application accepted”, “Replacement approved”, “Scheduling settings updated”…).

Notifications go through the bell, push, e-mail and Teams, depending on the notification settings.

Languages and help #

The module follows the application language: French, English, German or Italian. On every screen of the module, the “Help” link at the bottom right opens, in a new tab, the help centre article about that screen.

Good to know #

• Scheduling does not calculate any salary. It says when each person is due to work. Planned and clocked hours stay in Attendance, and then in your exports.
• “My schedule” can also be used from the phone’s browser.