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New Scheduler 101: Your 10 Biggest Questions, Answered

Over the next few months, we’ll be rolling out the new and improved user interface for the HotSchedules Scheduling tab in phases. In the meantime, here are the top questions asked by our beta customers who have made the switch and are in the midst of scheduling nirvana! Schedule with more information at your fingertips […]

Over the next few months, we’ll be rolling out the new and improved user interface for the HotSchedules Scheduling tab in phases. In the meantime, here are the top questions asked by our beta customers who have made the switch and are in the midst of scheduling nirvana!

Schedule with more information at your fingertips

Easily see the financial impact of your schedule changes

View staff volume for each day part using a gantt chart

NEW SCHEDULER FAQs

1. Did keyboard shortcuts change? Where can I find the list of shortcuts?

Yep, they sure did.

While many of the shortcuts remain unchanged, we changed a few to be more consistent with standard word processing shortcuts; for example Ctrl C for Copy.

In the new scheduler, you can choose to use Ctrl or not, either will work.

You can easily access all of the keyboard shortcuts by pressing the ‘/’ key.

2. What happened to the Roster report?

The new scheduler is designed so that you are always able to view the roster in any form that you prefer, directly from the scheduling tab. Manipulate your roster by clicking a day. It will sort the day by earliest shift start time to latest. Of course, if you find that you just can’t live without the report, just click the graph button to get the report, sort it as needed and print.

3. I love this new drag and drop functionality, but why can’t I drag a shift to a specific team member?

The scheduler helps to ensure that the changes you make are consistent with the rules you set. In this case, you may not be able to schedule the team member in question because;

    • n

    • They may not have the job AND schedule assignment of the existing shift

n

    • n

    • They may already be scheduled during the same time period

n

    • n

    • They may have approved time off during that shift

n

4. How can I see the total number of shifts for my AM and/or PM day parts?

The new scheduler allows you to hide lots of details so you can look at as much or as little data as you would like.

In this case, you would click on Schedule Summary, then click the side triangle (in the Shifts row) to display more data.

If you ever feel like you are missing some key information, check to ensure that you haven’t filtered too much.

5. I only want to look at shifts for my schedule. How do I do that?

This is another benefit of filtering! Click the eyeball icon to hide details and “remove the noise,” so all you are left with are the shifts for the schedule that you are concerned with. It’s that easy.

6. How can I lock my schedule so other managers cannot edit?

The scheduling tab can be accessed at any time, by any authorized manager. So if two managers are working at the same time and New Scheduler will not allow overlapping shifts so when an overlap occurs, it must be resolved before the shift can be saved

7. Do I need to re-post my schedule if it has been edited?

Yes, the schedule should be posted when you’re ready to inform employees there has been a change made to the schedule. A badge count (a circle with a number) will display in the lower left corner indicating the number of schedules that need to be posted.

Additionally, a confirmation message is displayed if there are schedules that are ready to be posted. If a schedule is already posted and edits are made a repost button displays with a red badge count indicating the number of schedule that need to be reposted.

8. Where’s the save button?

The schedule is automatically saved after any change is made. You never need to worry about losing your scheduling work!

9. New feature alert! Get to know job transitions.

The New Scheduler allows you to create “micro shifts” or job transitions when a team member is assigned to work in multiple locations or different capacities over the course of a single shift. This is extremely helpful, for example when you need to schedule someone as a server in section 1 and then later move to section 2.

10. How will I know when I have reached scheduling Nirvana?

When the only chance you have to think of a scheduling issue is when someone new comes in!

There are lots of options to learn about the new scheduler! You can read over the Quick Guide , attend a live Webinar, watch our on-demand video demonstration or call Customer Care .

Visit the HotSchedules Community Forum

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