Schedule view
Updated 3 weeks ago
by
Daniel Sjögren
In the Schedule view, you can see employees and shifts. You can specify what you would like to see using the date picker and filters (please see separate article about filters).
You can easily change the day, week, month, and set custom views easily by clicking the icons on the upper left side of the schedule:
You can also see the employee number displayed in the schedule.
This count is useful any time you want to quickly get an idea of the number of employees you’re currently looking at in your schedule or base schedule.
Tooltips will display when hovering over any of the employee names in the schedule. The tooltip will contain the first and last name of the employee.This allows long employee names were to be fully visible.
Example 1
You just want to see how many people in total are working at your location today, so you navigate to the day view and make sure that the only filter groupings ticked are shifts, tasks, and punches and that Items in current view is selected in the Employee has field.
Example 2
You want to see how many people are currently absent from your location in the currently viewed period, so you select Items in the current view and untick all filter groupings except for absences.
The number of employees displays regardless of view mode - day, week, month, or custom - and considers any filters applied. It is visible at all times but will not display if you’re using a very small screen, such as that of a mobile device.
Bank holidays and special days
Bank holidays
Bank holidays set up globally or on unit groups are visualized as follows:
- In the day view: As a red "badge" next to the date.
- In the weekly and monthly view: The weekday and date are colored red; the red "badge" appears on hover.
If you want to know more about the configuration of bank holidays, read more here.
Special days
Special days are visualized as follows:
- In the day view: As a grey "badge" next to the date.
- In the weekly and monthly view: A grey line runs below the weekday and date; the grey "badge" appears on hover.
Examples bank holidays and special days
Day view
Weekly view
Monthly view
Employees
Scheduled employees are displayed on the left-hand side in the Schedule view. You’ll find the name and picture of the employee.
Scenario
Charlotte is scheduled 48.5 hours in the schedule period but should be scheduled 40 according to her agreement. Her scheduled hours exceed her nominal hours by 8.5 hours.
Ben is scheduled 20 hours, which is in accordance with his agreement. He is scheduled zero hours less than he should be.
You can use the default schedule view, as described above, or you can use Employee list display options, described below, to configure exactly how you'd like your employees and metrics to appear in schedule view.
Display options
You can use employee list display options to configure exactly how you'd like your employees to appear in the schedule.
Employee basic information in schedule view
You can view basic information about an employee in the schedule. Click on the employee's profile picture in the schedule view and you'll be able to see the following information:
- First and last name
- Badge number
- Employee metrics
- Email address
- Phone number
- Mobil number
- District
- Home unit
You can also see additional information and delete, move, and copy shifts and attest or unattest all shifts.
If permission People details are turned off, then email, phone number, and mobile phone number will not be visible in the schedule.
Employee sorting
The default sort order of the schedule, except for unassigned shifts, is the shift's start time. The shift that starts earliest is on top of the schedule. You can easily change the sort order by clicking on the sorting drop-down menu.
You can choose which way you'd like your employees to be displayed in the schedule.
- Start time
- Employee name A-Z
- Employee name Z-A
- Diff. of metric data in calculation period
- This option will place the employees who need more hours to reach their nominal hours at the top of the schedule.
Employee metric calculation period
You can choose how the metrics are displayed for employees on the left-hand side of the schedule.
The selectable periods are:
- Selected period: This is the period you’re currently viewing in the schedule.
- Schedule period: You can configure this in Account settings > Agreements > Agreement template.
- Balance period: You can configure this in Settings > Agreements > Agreement template.
The numbers displayed under an employee's name will change depending upon your selection. For instance, in the images below, Gregory's numbers change depending on:
Selected period
Schedule period
Balance period
Metric display mode in Schedule
In the employee list display options, you can configure how to display agreement metrics under the Metric display mode heading:
- Totals
- This displays the totals for scheduled hours and nominal hours across agreements.
- Note that if there are parallel agreements that have different schedule or balance periods, and schedule period or balance period respectively is selected as metric calculation period, a badge Different periods will appear here since summing them would be misleading.
- By agreement
- This displays the scheduled hours and nominal hours as one row per agreement. Just as in People and the metrics panel, main agreements are color-coded dark blue and non-main agreements are color-coded turquoise.
- When the Diff. of scheduled/nominal hours in calculation period sorting option is selected, the actual sorting of employees in the left-hand margin is still done according to hours across agreements.
In both of the above cases, the metrics beside the employee avatar also display a percentage sign indicating the percent of nominal hours that are currently scheduled. In some cases, the percentage doesn't appear fully - we'll address this shortly.
Metric
You can select which metric to display data for by your employees’ pictures in the schedule. Options include:
- Scheduled hours/Nominal hours
- Worked hours/Nominal hours
- Expected hours/Nominal hours
- Worked hours/Rolled out hours
- Worked hours/Scheduled hours
- Available hours/Min. required availability hours
Hour count on schedule items
You can view the hour count on shifts, tasks, and punches in the schedule view. You'll be able to see how many hours a shift, task, or punch is on the actual item:
The agreement setting Calculate breaks as working time and advanced settings on the shift Count as schedule hours and about is taken into consideration in the calculation.
Notice of Interest (NOI) and absence requests
You can easily view NOIs and absence requests in the Schedule view.
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Availability in the smart list
Employees that have added Availability through the mobile app and provided desired working hours will appear in the list with a “Availability” badge. These employees will appear at the top of the list. If several employees have added Availability for the same hours, sorting between them will be based on the matching/missing skills that employees have for that specific shift.
The badge is displayed as “Available for scheduling” and represents all employees that can be scheduled on that shift but that don't have Availability or a Notice of interest.
Loading indicator
The top bar in the schedule features a loading indicator. It appears as a blue spinning circle in the top bar:
The loading indicator will appear as long as Quinyx is working on fetching and displaying new schedule items and/or employees. It won't, however, appear when you remove or rearrange data, such as when you filter out data already present in your schedule or when you edit the sorting mode in the schedule.
Week number
You can view the week number above the schedule.
You can remove week numbers in the schedule view in display options.
Quinyx displays week numbers in all date pickers throughout the application.
Good to know
There are two settings that impact week numbers:
- Unit setting: The first day of the week.
- Language setting: Depending on your country, week numbers can be counted in different ways. If you f.ex. change the language from Swedish to US English and you'll understand this.
Unassigned shifts
Unassigned shifts have no predefined color and are shown at the top of the schedule view. If an unassigned shift is of a shift type that has a color, the unassigned shift will be of that color.
You can collapse the unassigned shifts row in the schedule view by clicking on the arrow next to the unassigned shift text in the Schedule view:
How do I assign an unassigned shift to an employee?
- Select the unassigned shift to open the edit shift side panel.
- Assign the available employee and add any other necessary information.
- Click Save.
Employees are sorted by availability first. If an employee is unavailable, the row is slightly greyed out. See below:
Lock schedule period
It's possible to lock a period in the schedule view.
On the top right-hand side of the schedule, click on the three dots and then Lock schedule.
Select a to-date where all schedule information (shifts, punches, absences) will be locked backward in time. You can't make any changes in a locked period, but you can attest and unattest punches and absences.
A locked schedule is visualized with a white/pink border between the schedule and the toolbar. You can see the date to which the schedule is locked on the left-hand side:
You can't add, edit, or delete a manual salary type in a locked schedule period.
Visualization of published periods
If you're a manager working the Schedule view, you will be able to see if a period has been scheduled in the top-right corner.
In addition, when hovering over a specific date in the weekly/monthly/custom view, there are labels that clarify if that day is published or not.
Daybreak
Daybreak means the time of the day that the system considers the end of one day and the start of the next day.
Schedule validations
When creating shifts in the schedule, Quinyx will validate the shift details against agreement settings and unit settings. These validations take place any time an existing one is edited or a new one is added, be it in the Notifications panel or directly in the schedule. These validations also take place for absence shifts, including when creating leaves and when approving leave applications. If the user chooses to carry on with creating or editing a shift despite having received a warning message, Quinyx will log this circumvention. Read more about schedule validations here.
