Availability Schedule

Action: EMPSCHED

Sales Associates Schedules

A default Schedule can be established for Sales Associates and Resources which is utilized during the Appointment-> SA Schedule Exceptions for for actually creating the SAs actual work schedule.

When appointments are booked to Resources (typically dressing rooms), the the Resource must have a schedule. When appointments are booked to Sales Associates, then each will require a schedule.

When the shop books by time slot then either SA or Resource needs a schedule to allow the system to establish valid time slots.

SAs have a standard daily schedule AND a Exception schedule by date. The standard work schedule shows their default availability for a work week. A standard work schedule is for one full week, by day of week, from Sunday to Saturday and consist of an employee's typical hours for a week. For example, an employee may work from 9am to 1pm, then take a 30 minute lunch break from 1pm to 1:30pm, then work from 1:30pm to 5:30pm. Once you have set up a standard schedule for an SA, it automatically applies for all future work weeks.

You use the SA Schedule Exceptions form to set up deviations for the default work schedule. If the default work schedule is correct for a given week, there is no need to set up an exception schedule. Once you set up an exception schedule for a given week, then changes to the permanent schedule do not apply to that week. You'll need to edit the exception schedule for that week.

Modifications to schedules after appointments have been taken may effect those appointments and an Appointment Exception report should be ran to identify any problems. For reference, ProfitSystem totals and displays the total hours of the work week scheduled for the employee or Resource.

Availability exceptions to the standard schedule, i.e. not standard day, off for doctor visit or vacation,, are entered the SA Schedule Exceptions form. This form displays the dates of each day, allowing for an exception or availability code change for any future date.

To set up a SA's standard Schedule, first select a day of the week in the grid. Then, enter a start and end time, and select their availability for that time frame. Finally, click Set Availability. The color coding in the grid will change to indicate their availability. For example, if the SA works from 9 to 5 M-F, you would first select Monday in the grid. Then, enter 9am in the Start field, 5pm in the end field, then select Available from the Availability field, and finally click Set Availability. The grid changes from Red to Green on Monday from 9-5. The next day of the week is automatically selected, so if they are working the same hours you can just clock Set Availability again.

The form totals available time as entered for the employee/resource. The availability code must defined as AVAILABLE.

An employees schedules are deleted when a terminated date is entered on the SA form.

Resources Schedules

Resources schedule creation is the same process as that for SAs.

New availability codes may be created or existing one edited in the Availability Codes form, examples of codes may be VACATION, DOCTOR, FLOAT, AVAILABLE, SICK, etc. Colors for availability codes may be defined within that form as well.

Fields

Start…Start time to set the availability.

End…End time to set the availability.

Availability…The SAs availability from the start to end time. You can create your own availability codes using the Availability Codes form, located at Main->Appointments->Availability Codes (WORKCODE)

Set Availability button…Actually updates the schedule grid with the start, end, and availability selected.

Schedule Grid…Shows the SAs availability for a standard work week. The days of the week are shown on the left. There is one column for each hour during the day. There are actually columns for 24 hours, 12am to 11pm. ProfitSystem® shows you the schedule grid starting at your appointment start time specified in System Setup Other Settings Tab. Each column contains 4 blocks, each representing 15 minutes. The color of the blocks tells you the employee’s availability. Green means that the employee is available, any other color means they are not. You can configure your own availability codes and customize the colors. See Availability Codes form, located at Main->Appointments->Availability Codes (WORKCODE). You can double-click on a block to see the description of the availability.

Reset Schedule button... Resets the exception work schedule for the selected employee back to that employee's standard schedule.

Done button... Exits the form and returns to the previous form.