Viewing the Schedule (2024)

Table of Contents

Schedule Filters Clock-In Details Custom Columns Scheduling and Shifts Additional Information

Access to schedules,facilities, and departments as well as the actions you can take are determined by your role and assigned permissions. As a result, some of the features described below may not be visible when you view your department schedule.

The schedule period, or the number of days included in a schedule, is determined by the facility. Typically, a schedule period covers 4 weeks.

To view a schedule:

Sign in to Facility Scheduler.
In the main navigation bar, click Schedule.
Click the orange forward and back arrows next to the schedule period date to view future or past schedules.
If you work in multiple departments, click the Department drop-down to view the list of departments in which you are scheduled. Click a department to view that department's schedule.

Schedule Header with Schedule Period and Department Highlighted

Visual cues are used to help users identify the current day, weekends, and holidays recognized by the facility.

Scheduling Grid Highlighting the Current Date, Weekends, and Holidays

Schedule Filters

Users can select the information they wish to see on the schedule page, by changing the schedule filters.

To change the schedule filters:

Click Change Filter.
Select a date, facility, and department. Only the facilities and departments in which a user is scheduled will be listed.
Select Skill(s) to display.
Select Group(s) to display.
Select Secondary Staff options to display only scheduled staff (default view) or all staff who have an association with the department regardless of scheduled status.
Select the criteria by which the schedule will be sorted.
1. Skill, Type, Name, Department
2. Name, Department
3. Group, Skill, Type, Name, Department
4. Group, Name, Department
5. Department, Skill, Shift, Seniority Date, FTE, Name
Select the schedule Format: Default, Expanded, Compressed.

Clock-In Details

When clicked, the Clock-In Details window opens listing all scheduled staff members and their clocked in status for the current schedule date. This information is collected through a connection between Facility Scheduler and TimeWatch. The Clock-In Details button is visible to all user assigned the Scheduler role and higher.

Clock-In Details Window

The Clock-In Details window lists all scheduled staff members for the current scheduled date, the shift start time, and the time the employee clocked in. If an employee is scheduled and not clocked in, a dash displays in the Clocked-In Time column.

Note: The Clock-In Details functionality requires an API connection with the Kronos TimeWatch system. The button will not display for facilities utilizing different timekeeping systems.

By default, schedules include the following employee information:

Department
Name
Overtime Status (OT): If there is a Y displayed in this column, the employee has exceeded an overtime rule. Click the Y to view the specific rule.
Skill: Employee skill or title such as RN, Chg RN, LVN, RT, etc.

Staffing Grid Displaying Employee Information and Shift Assignments

Custom Columns

Facilities may customize the Schedule view by adding up to four of the following columns:

Employee Type
FTE
Weekend Rotation
Holiday Rotation
Disaster Rotation
Seniority Date (M/D/YY or M/D/.Y or MM/DD/.Y formats)
Shift
Group
Credentials (Employee Credentials) -For more information see Scheduling with Credentials Tracking.
RN Experience - For more information, see RN Experience.
Competencies

Scheduling and Shifts

Each day within the schedule period is represented by a column. The column header displays the date.

Today is outlined in black.
Weekends are highlighted in gray.
Holidays are outlined in blue.

Shift Codes are listed in the date column to indicate employee assignments.

Shift Summaries are listed at the bottom of the schedule. Summaries represent the times department employees are scheduled to work. Shift summary times vary by department. They may cover a portion of a shift or the entire shift.
Staffing totals for each day are displayed for each summary period. The cells in this section are color coded as follows:

Red = below target
Yellow = over target
White = the number of staff scheduled equals the target number

Hover over a staffing total cell to view scheduled and target numbers.

Summary Periods and Staffing Totals

Some departments generate their open needs based on a shift code template. For these departments staffing totalswill display by Shift Code rather than by Summary Period. Users can refine the display by choosing to view needs by shift time (default) or shift code by clicking the arrow in the blue Shift Codes tab.

Staffing Totals by Shift Start Time

When sorted by time, staffing totalsare displayed by shift start times from 00:00 to 23:59. When sorted by code, staffing totalsdisplay alphabetically by shift code.