5.21 Scheduling: Concepts

Updated Jul 30, 2020

Schedule vs. Template

There are two different active views of the schedule. The Schedule includes all shifts that have been published, whereas the Template displays the recurrent schedule for a site, zone or department. 

Template: The Template can be set to follow a recurring schedule template by site, zone or department. This allows admins to create templates for each site based on the requirements for the site. Some locations may use a weekly recurrent schedule, but this flexibility allows for admins to define the recurrent schedule period by weeks or days. Schedule templates are an efficient way to automate recurring or known shifts week after week. Schedulers will use the Rolling Schedule to prepare schedules week over week that will be applied repeatedly until the end of the service period. Once the schedule has been prepared for a period, it can be published. This will move those shifts to the Master Schedule.

Schedule: The Schedule includes all shifts that have been published from the Template. This is the final version of the schedule for all sites. Typically, the Schedule is only edited for an exception such as an officer requiring a replacement.

Example: An officer has a doctor's appointment on a Tuesday. Since this is not a recurring appointment, the change can be made in Master Schedule. If the officer will have recurring visits at this time, the officer can be replaced in the Rolling Schedule which can replace the officer for every recurring Tuesday shift.

Publishing Shifts

It is the action of making the schedule viewable/available. It will allow the schedule to flow to many different areas in TrackTik.

Publishing shifts allows employees to see the shifts in sites, zones and departments. This feature allows schedulers to deliver schedules to employees on a regular basis without changing the schedule. Once a Scheduler is satisfied with a site’s schedule, they can publish those shifts. Published shifts can only be edited from the Schedule, not the Template.

Distributing Schedules

Simply put, it is the action of sending the schedule to all affected employees by email.

The email address in each officer's profile is the one used to send the published schedules. It is recommended to always include an officer's email address in their employee profile so they can receive schedules.

Skills and Attributes

Skills and Attributes (certifications, permits, uniforms etc.) are assigned to an officer to note whether the officer is compliant with the requirements for a position or shift. 

There are three different kinds of requirements. 

Soft Requirements: These are skills or certifications that are preferred, but not required for the position. Officers can be scheduled if they do not meet the Soft Requirements for a shift, but the scheduler will be informed of the discrepancy.

Conditional Requirements: The employee must have at least one of the conditional requirements to work at the position.

Hard Requirements: These are required skills, certifications or permits for a shift. Officers will be blocked from the shift, if they do not possess the credentials defined in the Hard Requirements.

Please refer to the Guarding Suite manual for more information on Skills and Attributes.

Payrun

The Pay Run is a defined period that includes all hours for which an officer will be compensated for during a pay period. The Pay Run is the recurring time period that defines what shifts and hours will be included in a pay period. For example, an officer who is paid every week would have a 7 day Pay Run.

Pre-Process a Payroll

This is the first step in processing a payroll and constitutes a mock-process for a payroll. The Pre-Processed data notifies administrators of conflicts before they process the payroll. It notes all the exceptions present in the current period, such as unapproved shifts and allows administrators to correct any discrepancies before payroll is officially processed.

HR / Employee Profile

The Employee profile is accessible directly within the scheduling. It provides a quick view of employee information including availabilities, pay rate, site assignments, skills and attributes and other information that may influence scheduling decisions.

Overtime Period and Cut-Off Day

Overtime is calculated every 7-day period. Overtime rules can be different by site. Since officers need to navigate different sites and different rolling schedules, the Overtime Period can be defined by officer. The Cut-Off day marks the end of an overtime period. For example, the Cut-Off day for overtime could be set to a Monday. This would end the overtime period and effectively restart overtime calculations each Monday. The Overtime Cut-Off day provides a way for the system to understand where rules like "consecutive days" should be ended and restarted.

Posting to the Shift Board

The Shift Board is a calendar view that can be accessed through the employee portal and allows employees to pick up extra shifts. That board is accessible for administrators with permission to review shifts that are posted and to post new ones.

If the Shift Board is enabled, this will allow Schedulers to post uncovered shifts. The Shift Board collects all unassigned shifts, making them available to officers that meet criteria for the shift.

Availabilities

Availabilities work on a recurring weekly schedule. Officers can have three different classes of availability. These are color coded for easy identification: 

Green: The officer is available to work and can be scheduled without exception.

Yellow/Orange: The officer is available, if needed, but preferably will not be scheduled during this time. The officer can be scheduled, but the system will notify the scheduler that there could be issues with the officer accepting the shift.

Red: The officer is unavailable to be scheduled during this time and will be blocked from accepting shifts.

Preferred Schedule Publish Frequency

This is the recurring period for posting a new schedule. Typically, schedules are posted weekly, bi-weekly or semi-monthly. The Preferred Schedule Publish Frequency is a timer in the system that will notify schedulers when a new schedule needs to be prepared and posted.

Target Weekly Hours

Target Weekly Hours allows Schedulers and Admins to set the expected weekly hours for an employee. This will trigger notifications for Schedulers while assigning shifts. It also helps ensure that officers are provided the hours they expect each week. Since officers can be paid hourly or salaried annually, this also ensures that salaried employees are scheduled for a complete week.

Features that require Scheduling

For some features to work, the Scheduling Module will need to be activated and configured beforehand. Three key features require Scheduling:

IVR system: It stands for “Interactive Voice Response”. It is a system that allows employees to clock in/out for their scheduled & published shift using a phone number specific to each region of the TrackTik portal. It also allows “Shift offer by SMS” from the “Replace Window”.

BYOD: It stands for “Bring Your Own Device”. Used in conjunction with Departments to allow a user to use their own mobile phone to work and be able to only connect if they have a published shift on the schedule of a site or a zone.

Lone Worker: Allows a user who is working alone to signify their presence through the mobile application or the IVR system. Their scheduled check-in will be embedded in their regular shift schedule.

Previous Article 5.20 HR & Payroll: Historical Payroll Data
Next Article 5.22 Schedules & Attendance: Introduction

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