Availability Schedule Exceptions

Action: EMPSCHED

Each employee/resource has a standard schedule, which shows their hours to work for their standard work week, set up using the SA Work Schedule form, located at Main->Appointments->SA Work Schedule.

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.

To set up the actual schedule, first enter a date in date prompt at the top of the form. ProfitSystem® will adjust the date to the nearest Sunday and display the actual work week in the schedule grid defaulting to the SA/Resource Work Schedule. Just by this Default Schedule appearing on the screen it is automatically SAVED as the selected SA/Resource schedule for the dates displayed. Optionally adjust any DATE availability times to SAVE those instead of the default.

To make adjustments to a date, click on that ROW to select. Enter a start and end time, and select the availability type 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.

Use the NEXT WEEK button or PREVIOUS WEEK button to save an actual work schedule for those weeks. Most stores set SA actual work schedules 60 to 90 days into the future.

Fields

Start…Start time to set the availability.

End…End time to set the availability.

Availability…The SAs/Resource 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. Reset Schedule…This will clear all exception schedules for a since SA, or all SA. This is used when the exception schedules are incorrect and you want to revert back to the SA standard schedule. The ProfitSystem will prompt to reset the current SA only, or all schedules.

Schedule Grid…Shows the SAs availability for a specific work week. The date is 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.

Multi-Store Considerations

All schedules & appointments viewed are store specific. What is seen is determined by the store of the Register that is currently logged in accessing the appointment data.

Schedules are created by store. Viewing Schedules or when showing the SA/Resource Schedule Exceptions form while logged in as a particular store views or creates a schedule for the selected SA/Resource for that store. Even if the time is UNAVAILABLE there will be a schedule at that store. Employees/Resources with any schedule for a store will show up when viewing the store's View Schedule or Creating an Appointment. It may show as UNAVAILABLE, but the SA/RESOURCE will show.

The concept is SA/RESOURCES are not store specific. The schedule determines which store will see the SA/RESOURCE.