Scheduling Concepts

Updated Feb 11, 2020

Before learning about the performance of Scheduling 2.0, take a minute to review these concepts. An understanding of these concepts is critical for effective use of Scheduling 2.0.

Pay Run

The Pay Run is a defined period of time that includes all hours an officer will be compensated for on 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 that is paid every week would have a 7 day Pay Run.

Rolling Vs. Master Schedule

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

Rolling Schedule: The Rolling Schedule can be set to follow a recurring schedule by site. 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. Schedulers will use the Rolling Schedule to prepare schedules week over week. Once the schedule has been prepared for a period, it can be published. This will move those shifts to the Master Schedule.

Master Schedule: The Master Schedule includes all shifts that have been published from the Rolling Schedule. This is the final version of the schedule for all sites. Typically the Master 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

Publishing shifts essentially a draft version of the schedule to the active published schedule. Schedulers can prepare a schedule over the course of a week without changing the Master Schedule. Once a Scheduler is satisfied with a site schedule they can publish those shifts to the Master Schedule. Published shifts can then only be edited from the Master Schedule

Compliance Groups and Constraints

Compliance Groups use the skills and attributes (certifications or permits) assigned to an officer to note whether the officer is compliant with the skill requirements for a shift. Compliance Groups consist of Constraints.

There are two different kinds of Constraints.

Soft Constraints: This class of Constraint notes skills or certifications that are preferred, but not required for the position. Officers can be scheduled if they do not meet the Soft Constraints requirement for a shift, but the scheduler will be informed of the discrepancy.

Hard Constraints: This class of Constraint notes the 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 Constraints.

Pre-Process Period

This option allows Admins to mock-process a payroll period. The Pre-Process Period allows Admins to check for conflicts before processing payroll. This option will note all of the exceptions present in the current period and allow Admins to correct discrepancies before payroll is officially processed.

HR / Employee Profile

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

Overtime Period and Cut-Off Day

Overtime is calculated every 7 days. The 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

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 the criteria for the shift.


Availabilities work on a recurring weekly schedule. Officer's can have three different classes of availability.

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

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

Red: The officer is not available to work 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.

Previous Article How to Manage Employee Profiles
Next Article Scheduling Concepts II

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