Before we can start creating employees, we need set up the structure and environment that will govern how employees are added to the schedule.
Departments – the foundation
The foundation for your business, your first department, was automatically created with the portal. Its presence will be irrelevant until you decide to create more departments.
The department is a category that allows you to distinguish different sites or venues across town or teams within your business. Each department in your portal will have a separate schedule. If separate parts of the company, e.g. kitchen and delivery, each have their own scheduling manager and require different settings, creating an additional department will be the way to go.
- Go to People > Departments and click ‘Create department’ to add another. When creating a department, you will be asked to decide on two aspects:
With regards to Breaks, simply select ‘none’ for now, if your employees don’t pay for breaks themselves.
If your employees pay for their own break time, select 'default breaks' for predetermined durations or select ‘manual breaks’ if you want your employees to register their actual time on break using the Punch Clock. We will guide you through your choices later, in section 5) Wages, salary and payroll export.
The Schedule Type dictates what form your schedule will take. “Position based” is the recommended setting, as it will display a list of positions or roles that need to be filled during the week and who were assigned that task on any particular day. You also have the opportunity to visualise the schedule by a list of employees. “Employee based” schedules show a list of the employees instead of positions. This type does not allow you to distinguish between different tasks.
You can read more about Positions below.
Employee groups – the structure
In order to get a useful overview of your staff and their skills, and in order to assign them to positions on the schedule, you must create employee groups and assign each employee to one or more groups. An employee group defines who can perform certain tasks and what responsibilities they have. For example, employee groups in a restaurant might be: managers, waiters and chefs. Only people in the same group can swap shifts.
Example: For a given night you’ve scheduled one senior waiter as floor manager and five waiters, because that’s the expertise you need. You don’t want the senior waiter to swap his shift with the other waiters and end up with six waiters and no floor manager. In that case, you want to further subcategorize your staff, by creating two groups of waiters, one for waiters (all waiters) and another for floor managers (only senior waiters).
We recommend that you don’t create too many groups to begin with, because you’ll lose flexibility. You can always create more groups later, if necessary.
- Go to People > Employee groups and click ‘create employee group’ to start building the structure for your maintenance- free schedule.
When we created the portal for you, we automatically registered you as a manager. In a restaurant, you may also be working as a floor manager with the waiters, so you’d want to put yourself in the group of senior waiters too.
Tip! You can further subcategorize your employees using employee types, e.g. to filter employees over or under 18, paid by the hour or by the month, or whichever filtering you need. Go to Settings > People > General > Employee types.
Positions - the rooms of your house
A position is either a specific place in your venue, where you need a person, or a specific task that needs doing each day. Each position can only be manned by people who are a member of the designated employee group, and only by one employee per day.
In a restaurant, the positions could be “Waiter 1 Terrace”, “Waiter 2 Terrace”, “Waiter 1 Main room”, “Floor Manager”, “Bartender”, “Bar Runner” … and so on. After adding all your positions, maintaining your schedule becomes almost a “fill in the blanks” exercise as you assign people to each of the positions.
Make sure you create the number of positions relevant for your busiest day. You don’t have to create shifts for all positions every day.
Create employees – the inhabitants of your house
Before you can plan your week and decide who is working when, you need to create a profile for each of your employees.
- Go to People > Employees and click the button ‘create employee’. Assign them to one or more departments and groups and enter the basic contact information such as name, e-mail, and phone number.
Later, you can ask each employee to input the extra information himself.
Tip! In Settings > People > Employee Form Setup you can define which fields of information the employees are allowed to edit and which are only available for managers who are creating a new employee. You will also be able to create custom fields for information like uniform size.
See section 3) Invite your employees and simplify administration for more details on rights and security groups.
When you click ‘send login info’, the automatically generated username and password will be sent to the user by SMS or email along with some brief instructions. We highly recommend that you wait to do that for all employees at once when you have a schedule to show them (see section 3 - Invite your employees and simplify administration).
Now you’re ready to start scheduling!