BETTER MANAGING OUR TIME KRONOS TIMEKEEPER SCHEDULING TRAINING YMCA OF METROPOLITAN DALLAS August 30, 2015

WHAT YOU WILL LEARN: 2 | TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas 1.SCHEDULE EDITOR OVERVIEW 2.ADDING A SCHEDULE 3.USING SHIFTS 4.USING PATTERNS 5.ADDING PAY CODES 6.SCHEDULE REPORTS 7.NEXT STEPS

SCHEDULE EDITOR OVERVIEW 3| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

ADDING A SCHEDULE The most basic way to enter a schedule is to click on a cell and type in the shift the employee is working. Timekeeper will assume AM unless you type PM (except for 12:00 it will assume PM) so watch what you enter. If they work the same time multiple days you can copy and paste using a right click or using the Actions drop down in the menu. You can delete a shift by clicking on the cell and using backspace, using right click, or using the Actions drop down in the menu. 4| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

ADDING A SCHEDULE 5| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas Right-click vs. Using the Menu

ADDING A SCHEDULE If you need to enter a transfer, you need to add a shift by selecting “shift” in the menu and selecting add or by using right click and selecting “add” then “shift”. A New window will open. 6| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

ADDING A SCHEDULE Type in the start and end times Go to the transfer column, click on the drop-down menu and then click on “search”. A window will open that will allow you to select the position they are transferring to. Make sure it is a valid position for that employee (if needed check the employee position report). Put a check mark in the box for the position and then select “ok” at the bottom. You will be back to the add shift window. If your information is correct then click “ok” at the bottom of that window. 7| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

ADDING A SCHEDULE 8| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

ADDING A SCHEDULE You will know on the schedule editor page if there is a transfer because there will be an (x) next to the shift. 9| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

ADDING A SCHEDULE Notice that when you make changes, the heading of the page turns orange. It stays orange until you click “save”. 10| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

USING SHIFTS Typing in a schedule works but it is easy to make errors and it can take a long time. One thing that will make it a little easier and can reduce errors is to use shift templates. A shift template is a tool that allows you to quickly assign a common shift to one or more employees. It has a name, description, and the shift being worked. 11| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

USING SHIFTS To use a shift template, do one of two things: Click on the cell you want the shift added to, click on “shift” from the menu and then select “Insert Template”. A new window will open showing you the shift templates that are available. Select the one you want and click “ok”. You will see the shift filled in for the that day on the schedule. 12| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

Alternately, you can right click on the cell and select “Insert Shift Template”. This will open the window with the available shift templates. Simply click “ok” and it will be added to that person’s schedule. USING SHIFTS 13| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

USING PATTERNS Using a shift template can help minimize errors and can make entering schedules go a little more quickly. However it can still be somewhat time consuming. To make it even easier to enter a schedule, when possible, you can use Patterns. A pattern is a group of shifts that repeat over a specified time period. For example: 10:00 AM – 3:00 PM, Monday, Wednesday, Friday Patterns can be entered manually or using a template. 14| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

USING PATTERNS To enter a pattern manually Click on the employee you want to add a pattern to. Click on “Shift” in the menu and select “Add Pattern” 15| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

USING PATTERNS A new window will open. 16| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

First start entering the shifts. Your pattern can be a weekly pattern, bi-weekly, monthly, etc. To add a row to make it bi-weekly or more, click on the arrow next to the row or change the Recurring amount. You can type in shifts or insert shift patterns by selecting “Insert Shift”. To include a transfer, click on “Shift Editor” and you can edit a shift to include a transfer. USING PATTERNS 17| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

A bi-weekly pattern would look like this: USING PATTERNS 18| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

The Work Start Date and Pattern Start Date should be the same date. This date is the date you want the pattern to begin for this employee. You can enter an end date if it is temporary, or you can select “Forever”. This will keep the pattern on the person’s schedule until you remove or change it. When you have entered all the information, click ok. Make sure to click save on the Schedule Editor page. USING PATTERNS 19| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

To use a Pattern template, the first steps are the same: Click on the employee you want to add a pattern to. Click on “Shift” in the menu and select “Add Pattern”. Instead of entering shifts, click on “Insert Pattern” on the right. USING PATTERNS 20| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

Select the pattern you would like to use and click on OK. Fill in the rest of the information (Work Start Date, etc.) and click “OK” and the pattern will be added to the employee. USING PATTERNS 21| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

ADDING PAY CODES You can also add a pay code to an employees schedule. For example, if an employee will be attending a training so you want to add a training pay code for a certain day you are able to do that. You can right click on the day, go to “Add” and click on “Pay Code”. Or you can click on the day, go to “Pay Code” in the menu, and click on “Add”. A new window will open. 22| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

ADDING PAY CODES The Effective Date is the date the pay code is being used. Next, select the correct pay code from the drop down. For amount, enter how many hours the training will take. Enter the start time of the training. If the training pay should be charged to a position other than the primary, you can use the transfer drop-down to select the correct position. Click “OK” when you are done. 23| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

ADDING PAY CODES This is what it looks like in the Schedule Editor when you add a pay code. You can have a pay code and a shift on the same day. Once the pay code is in, you would just add a shift to that day per the previous instructions. 24| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

SCHEDULE REPORTS There are reports that may be useful to you, such as printing off a schedule for your employees. To view reports, go to the “General” tab and select “Reports”. 25| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

SCHEDULE REPORTS There are several categories of reports. Click on the + next to “Scheduler”. 26| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

SCHEDULE REPORTS Schedule by Labor Account will show a schedule based on positions. Although this may be difficult for employees to view and figure out their total schedule, it could help you to ensure you have proper coverage. Employee Schedule will show a schedule based on each employee. This could be printed off to show employees what their schedule will be next pay period or even next month. For either report, use the “Show” and “Time Period” drop downs to select the people and date range you would like to show up in the report. Feel free to look at any of the reports that are available. 27| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

NEXT STEPS If there are any shifts or patterns that you would like added to the system contact Susan Desilets or Debbie Baum It will be mandatory for everyone to use schedules starting 1/15/2014 so start using them now! (practice makes perfect) If you have any questions, please let us know. 28| TIMEKEEPER SCHEDULING TRAINING | YMCA of Metropolitan Dallas

THANK YOU!! HR Department YMCA OF Metropolitan Dallas