Contents
Installing Employee Scheduler
Getting started
Using Employee Scheduler
Working with Employee Scheduler Data
Configuring Employee Scheduler
Frequently Asked Questions
Copyright © CyberMatrix® Corporation, Inc. 2005-2007. All rights reserved.
Installing Employee Scheduler
There are three ways Employee Scheduler can be installed:
On a single user's machine.
On a shared network location where the program and data is accessed by all users.
On every user's machine with only the data stored on the network.
Note: if installing this software for use by multiple people, all people must have read/write access to the Data folder on the shared drive.
Installing Employee Scheduler on a single user's machine or a fully shared network location
Use the setup program to make the initial install on a local drive for a single-user. When prompted for an installation type, choose the first option, Standard. The data will be stored in the user Application Data\CyberMatrix\EmployeeScheduler folder. E.g. C:\Documents and Settings\Administrator\Application Data\CyberMatrix\EmployeeScheduler. If you want to use a data folder in another location, you should choose the Client Only option when at the installation type selection screen. Otherwise, you will have to change the Data Path setting in the configuration screen. The DataPath setting is stored in a text file called EmployeeScheduler.Ini. This file can be found in the user Application Data\CyberMatrix folder. E.g. C:\Documents and Settings\Administrator\Application Data\CyberMatrix\EmployeeScheduler.Ini.
Installing Employee Scheduler on one or more machines with network-shared data
There are two ways Employee Scheduler can be installed in order to share data with multiple people: fully-shared and shared-data-only. In a fully-shared setup the program and all data are installed on a shared network location. Users will use icons to access the software. To tell the program where the shared data is located you will need to either:
1) Enter the data path when you see the file missing message after trying to run the software on each client or
2) Copy over a EmployeeScheduler.Ini file containing the DataPath setting to each client's C:\Documents and Settings\[UserName]\Application Data\CyberMatrix\ folder.
3) Install the shared data folder in a folder called "Data" off the shared program folder. That is, if you installed Employee Scheduler into a folder called I:\Shared\ES, just install the data to I:\Shared\ES\Data.
In a shared-data-only setup, just the data resides on a shared network location. The software and other support files reside on the user's own computer. Installing Employee Scheduler in this way will generally be faster since the program executable will not always be pulled down through the network. However, installation and applying updates will involve significantly more work.
To install only the data on the network and install Employee Scheduler on one or machines with network-shared data do the following:
Run the setup program on a single machine.
Choose the Data Only option when at the installation type selection screen.
After installing the data, run the setup program again to install Employee Scheduler on all the machines that need to use the software. If you are sharing the entire application on the network just install to this machine.
Choose the Client Only option when at the installation type selection screen.
At the "Enter Network Data Location" prompt screen, enter the network data folder location where you installed the data previously.
Setting up the User's Workstations
In a fully shared multi-user setup, the Employee Scheduler program files and data will reside in a common directory on the network. You will need to manually setup icons for your users.
Getting Started
Ways Employee Scheduler Can be Used
There are two ways Employee Scheduler can be used. Employee Scheduler can be used to automatically schedule employees or to manually schedule employees. Employee Scheduler can handle the automatic scheduling of most situations. For situations it cannot optimally automatically schedule, manual scheduling can be used to tweak the schedule.
Entering Data
The first step in using Employee Scheduler is to enter your data. Your data will include information about your employees, shifts and schedules. When you first use the program, there should be some sample data. Once you have finished experimenting with this data you should erase it and enter your own data. Data is erased and added in the Data Manager screen. See the Data Manager link for more details on deleting old data and entering new data.
Entering Employee Data
The first step is to enter data for all your employees. Employee data is entered in the Employees table using the Data Manager. If you plan to use the automatic scheduling feature, you do not need to enter Scheduled Employees data, as it will be automatically created for you.
Shifts
Shifts are ways the work day can be divided up into specific time periods. For example, a department store may have a morning, afternoon and evening shift.
Schedules
Schedules are different ways employees can be assigned to shifts. In a department store for example, most employees might use the same shifts. The pharmacy department may use completely different shifts with different time periods though.
Categories
Categories are used to group employees into different types. In a department store you will have managers, cashiers and cleaning staff for example.
Related topics: Using Employee Scheduler, Viewing and Editing Table Data
Using Employee Scheduler
Getting to Know the Main Screen
Auto Scheduling Employees
Adding Schedule Exceptions
Using the Time Clock
Automatic Shift Rotation
Working with Employee Scheduler Data
Configuring Employee Scheduler
Printing Reports
Custom Reporting
Getting to Know the Main Screen
On running the program, the following screen will appear.
The Employee Scheduler main screen consists of the menu bar, the tool bar, scheduler view and the status bar.
The menu bar
The menu bar has five sections: File, View and Help.
The File section
The File section contains the following functions:
Log out - Logs you out of the system and then brings up the log in dialog that allows someone else to log in to the system. See also: Using the Security Features
Change Password - Brings up the change password dialog that allows you to change your log in password.
Assign Employees to Schedule - Automatically assigns employees to the best possible schedule.See also: Auto Scheduling Employees
Exit - Closes Employee Scheduler.
The View section
The View section contains the following functions:
Data Manager - Brings up the Data Manager screen. The Data Manager is used to manipulate the data used in Employee Scheduler. See also: Employee Scheduler data
Options - Brings up the configuration screen. The configuration screens allows you to customize Employee Scheduler to a certain extent by changing several different options. See also: Configuring Employee Scheduler
Reports - Brings up the Time Reporting screen where several different reports may be viewed. See also: Reporting
Schedule Report - Sends the current schedule to the chosen printer.
Messages - Brings up the Messaging screen where all messages for the current employee can be seen. See also: Messaging
Weekly View - Changes the schedule view to show the week's schedule for the selected person.
People View - Changes the schedule view to show the schedules of all people on the selected day.
People Week View - Changes the schedule view to show the schedule of all people for the current week.
Monthly View - Changes the schedule view to show all the month's schedule for the selected person.
Refresh Schedule - Refreshes the current schedule with the most recent data from the database.
The toolbar
The toolbar has two parts. The top part consists of several buttons. These buttons perform essential functions of the Pro Schedule program. These essential functions can also be found on the menu.
The bottom part of the toolbar contains two filter fields: Person and Date. Click the down arrow to the right to show a list of available people. Upon selecting a different person, the schedule will update to show all work periods for that person on the listed day. The Date filter changes the work schedule date. Click the down arrow to the right to bring up a small calendar. Upon selecting a different date, the schedule will update to show all work periods on the selected date for the listed person.
The scheduler view
The scheduler view show all the scheduled employees for the current view. Regularly scheduled employees will be identified by an S in the schedule item text. Scheduled exceptions can be identified by an E.
Auto Scheduling Employees
The auto-schedule feature automatically generates an optimal schedule for all employees.
At this time Employee Scheduler can handle automatic scheduling of most situations. For situations it cannot optimally automatically schedule, manual scheduling can be used to tweak the schedule.
To auto schedule employees choose File | Assign Employees to Schedule from the main menu.
Printing Reports
This software has several reporting features. Visit the links below to find out more about them.
Getting to know the Reporting Screen
Reports explained
Exporting reports to different formats
Customizing reports
Getting to Know the Reporting Screen
The Report Selector screen allows the viewing of several different time data reports.
To access the Report Selector select View | Reports from the Timesheet Entry Screen menu. The following screen will pop up:
The reporting screen consists of a menu, the report selector and the filters. See below for a description of each section.
Menu
The menu consists of three parts: File, Custom Reports and Help.
File
Print Setup - Brings up a print setup dialog so you can change printer options such as the printer used.
Print - Sends the current report to the printer.
Print Preview - Sends the current report to the screen so you can check it before printing.
Close - Closes the reporting screen and returns to the main screen.
Custom Reports
New Reports - Brings up the custom report designer allowing you to create a new report.
Edit Report - Show the report selector dialog to allow you to choose a report to edit in the custom report designer.
Print Report - Show the report selector dialog to allow you to print a custom report.
Preview Report - Show the report selector dialog to allow you to print preview a custom report.
The Report Selector
The report selector allows you to select a report to view. It consists of a list of all the available reports. When a report is selected, it will have a dot to the left of the report name.
Filters
The report filters allow you to limit the amount of data seen on the reports. See below for a description of the different filters.
Date Filter
Used to limit reports to a user-defined time period. The time period defaults to the current week but can be changed to any time period.
Employee filter
Select an employee to show only time charged to that employee.
Reports Explained
The Timesheet Reports
You may view different reports that show the current hour totals by week for all your listed employees.
Before viewing a report, choose a start date and end date. The start and end date default to the current week. To view a timesheet report for a time period, first choose a report type in the left radio group box, select the dates from the date picker and then click the OK button.
Exporting Reports to Different Formats
The reports in this software can be exported to several different formats:
Report file
Adobe Acrobat PDF File - can be viewed by Adobe Acrobat.
HTML File - can be viewed in web browsers.
Excel Table File (OLE) - can be viewed in Microsoft Excel.
Excel Table File (XML) - can be viewed in Microsoft Excel.
RTF (Rich Text Format) - can be viewed in most word processors like Word.
Text File - can be viewed in and text editor.
CSV File - can be viewed in spreadsheet programs like Excel.
Email - can be sent out in an email.
To export a report first preview by selecting File | Print Preview from the menu. When the report comes up on the screen click on the export icon to the right of the floppy disk icon on the toolbar. A list of report formats will appear. Click on the desired format. A Export dialog will appear. Press OK. Type in the desired file name and choose the file type you would like the report exported to. Then press the Save button.
Customizing Reports
This software comes with a powerful report designer feature. With the report designer, you can create your own unique reports or edit existing ones.
Editing an Existing Report
The easiest way to create a new report is to edit an existing one. This software comes with several pre-built reports. To edit one of these select Custom Reports | Edit from the Report Selector menu. A file select dialog will pop up allowing you to choose a report. After selecting a report, the report designer will appear. In the report designer you can add graphics and text to the report or even move fields around or add new ones. See the report designer help file for more details. To add new fields you will need to modify the SQL variable to include those fields. The SQL variable is explained below.
Creating Reports
There are several steps to create your own reports.
First, create the report:
Start the report designer by selecting Custom Reports | New from the Report Selector menu.
Next assign the datasets
Datasets are assigned in the Data tab to the right. Double click where it says No data available. In the selection dialog check frxDBDataset1. You will see the available data fields appear.
Now create the SQL variable:
From the menu choose Report | Variables.
Click on the New Category button (the button with a glinting yellow folder icon). This will create a new category.
Name the category something like ReportVariables.
Click the New Variable button (the glinting fx button).
Call the new variable SQL.
In the Expression box, enter your SQL query. For example: SELECT * FROM EmployeeTime.
Click OK to save the new variable.
Note that the existing template.fr3 report has this step completed for you already.
Now add bands to the report:
Click on the Insert Band button (the button with the three squares and plus sign).
A list of band types will appear.
Click on Report Title, Page Header, Master Data (select the frxDataset1 Dataset) and Page Footer bands.
Now add fields to the report:
In the Data tab to the right select the fields of the query you want to see on your report and drag them onto the Master Detail band positioning them where you want them. The Master Detail band is the long rectangle in the middle of the report with the blue heading.
Note that the fields available may not match what you have added to the SQL variable. If that is the case you will have to save the report (if you haven't already), close the report designer and reopen it. This will update the query to use the SQL the report is based on.
Now add field labels to the report:
Click on the Text Object button (the button with the ab on it).
No click on the Page Header band where you want the first field caption to appear.
A dialog will pop up allowing you to type the text for the field label. Type the text and press the green check mark to save.
Repeat this for all other field labels.
Your report should now work. Save the report. Press the Close button to return to the Reporting Screen. Choose Custom Reports | Preview Report from the menu. Select your new report and press OK to see what your report will look like when printed.
Note that choosing File | Preview from the report designer menu may not work depending on what fields you've added to the report. To get the report to preview correctly from the report designer you will need to save the report (if you haven't already), close the report designer and the preview the report from the report selector screen. This will update the query to use the SQL the report is based on.
Other Variables
There is one other variable that you can use to make special reports. If you want to create an timesheet report you must create and set the Timesheet variable. This variable is created the same way the SQL variable is created. For timesheet reports, you must set the Timesheet variable to 'true'.
Report Functions
There are several report functions that can be used to format data and output special values.
WeekDayName() - outputs the day of the week for a date field.
FormatTime() - formats a time field based on your system time format.
FormatDate() - formats a date field based on your system date format.
FormatCurr() - formats decimal numbers based on your system currency format.
FormatDec() - formats decimal numbers based on your system currency format.
Here is an example as to how to use these functions in a report memo field:
[FormatDec(Sum(StrToFloat(<frxDBDataset1."Total">)))]
Additional Help
See the UserManual-en.pdf help file for more details on report design (choose Help | Report Designer from the Reporting Screen menu).
Messaging
The messaging system allows employees to view messages sent to them. After logging in if there are any unread message the following screen will appear:
The messages will appear in the message grid at the bottom with the earliest unread messages on the top. To view a message just double click on it. The message detail will then show in the top of the screen. If the message was unread it will now have been set to read.
Periodically the software will check to see if a shift is open but there is no one available to cover the shift. If so a message is sent to the schedule supervisor
Using the Time Clock
When the Use Time Clock option is set the software can be used as an employee time clock by ordinary employees. When the software is restarted a login screen will appear allowing an employee to login:
When an employee successfully logs in the Time Clock screen will appear:
In this screen the employee can punch in, if they have not yet punched in for this day, or punch out if they have already punched in previously. The employee punched in and out by clicking on the appropriate button. When a button is pressed the time is recorded and the login screen appears ready for the next employee to punch in.
Automatic Shift Rotation
Employee Scheduler can be set to automatically rotate your shifts. To automatically rotate your shifts first set the Rotate Shifts option in the Shifts Tab of the configuration screen. Set the Last Rotation Date to the last date the shift rotation should have occurred. For example if it is 10/26/2006 and the last shift rotation should have taken place on 10/23/2006, set the Last Rotation Date to 10/23/2006. The Rotation Period should be set to the number of days to wait before the next shift rotation will take place. The software will check every hour or when it is first started to see if the shifts should be rotated.
In order for shift rotation to work you must assign a sequence value to each shift. The Sequence field indicates the order in which the shifts will be rotated. For example, support you have two morning shifts M1 and M2. You want M1 to start first so you set the M1 sequence to 1 and the M2 sequence to 2.
Working with Employee Scheduler Data
Getting to know the Data Manager
Viewing and Editing Table Data
Employee Scheduler Tables
Viewing SQL Queries
Executing SQL Queries
Deleting records
Inserting Records
Re-indexing Tables
Backing up data
Restoring data
Importing and Exporting CSV Data
Adding schedule exceptions for holidays, leave etc.
Avoiding data problems
Getting to Know the Data Manager
The Employee Scheduler program uses several data files. To view this data choose View | Data Manager from the main menu. The following screen will appear:
The Data Manager screen consists of the menu bar, the data navigator bar and the data tabs.
The Menu Bar
The menu bar has four sections: File, Search, Records and Help.
File Section
The File section contains the following functions:
Export to CSV - Exports the current table to CSV file format. See also: Importing and Exporting Data in CSV Format
Import CSV file - Imports a CSV file into the selected table.
New SQL File - Opens the Notepad text editor to allow you to create a new SQL file. See also: Viewing SQL Queries
Edit SQL File - Opens the Notepad text editor to allow you to edit an existing SQL file.
Open SQL File - Allows you to choose an existing SQL file and shows the results of that query in the detail tab data grid.
Execute SQL File - Allows you to choose an existing SQL file and executes that query. See also: Executing SQL Queries
Re-index Table - Re-index the currently selected table. See also: Re-indexing Tables
Close - Closes the Data Manager screen.
Search Section
The Search section allows you to find records when in the detail tab view. To search for a record you must first click in or tab over to the field in which you want to search. Then choose Find from the Search menu. In the dialog that pops up, enter the text you want to search for then press the Find Next button. To find the next occurrence of that text press the Find Next button again.
Records Section
The Records section contains the following functions:
Insert Record - Inserts a record above the current record. See also: Inserting Records
Delete Selected Records - Delete all the selected records. See also: Deleting records
Delete All Records - Deletes all the records in the current table.
Backup Data - Makes a time-stamped backup file of all tables. See also: Backing up Data
Restore Data - Replaces your existing data with the tables from a previous data backup. See also: Restoring data
The Data navigator Bar
The bar at the top is the data navigator. The data navigator is for navigating the records of the current table. The first button |< will move to the first record of the current table. The second button < will move to the previous record. The third button > will move to the next record. The fourth button >| will move to the last record. The + button will add a new record. The - button will delete the current record. The button with the check mark will save changes made to the current record. The x button will cancel any changes made to an unsaved record. The last button refreshes the current table to show the latest changes made to it.
The Data Tabs
The data tabs show all the tables used in Employee Scheduler and allow you to view and edit the data in them. See the Viewing and Editing Table Data section for more details.
Viewing and Editing Table Data
There are two ways to enter table data: in form view and in detail view.
Entering data in form view
To enter data by form view choose the tab corresponding to the table for which you wish to enter data. A form will appear showing all the fields in that table. To add a new record press the + button on the data navigator bar. A blank record field will appear. Enter data in the fields and press the check mark on the data navigator bar. This saves the record changes.
Entering data in detail view
To view the data for a table in detail view first choose the Detail tab. The screen should look like this:
To view the data in a table choose the table's radio button in the left box. The table's data should then appear in the grid to the right. The data may now be edited directly in the grid. After editing a record, the changes will be saved after you move off the edited record.
Currently, data from SQL queries may not be edited in this way.
You can cancel any changes you made to a record by either clicking the Cancel button (the big X) on the Database Navigator at the top of the screen or by simply hitting the ESC key.
Editing existing records
If you need to edit an existing record, first move to that record. You can use the arrow keys in the left part of the data navigator bar. The first button |< will move to the first record of the current table. The second button < will move to the previous record. The third button > will move to the next record. The fourth button >| will move to the last record.
When you've found the record you want to edit, make your changes and save them by pressing the data navigator bar button with a check mark or just move to another record. If you want to cancel the changes you just made, click the data navigator bar button with an x in it or press the Esc key.
Key Fields
Most tables have what are called key fields. Key fields are required fields that make each record unique. If you add a record but fail to enter the key fields, you will get an error something like "FieldX must have a value" when you try to save the record. In such a situation, you will have to either enter the key fields or cancel the changes.
Employee Scheduler Table Details
Employee Scheduler has 10 tables: Categories, Employee Time, Employees, Employees Available, Exceptions, Messages, Scheduled Employees, Schedules, Shifts and Users.
Categories
This table the different categories an employee can belong to. Here are the field sizes and descriptions:
Category - String - 15 - unique
Description - String - 20
Color - Integer
Employees
This table lists all employees, the shift they work on and their availability. Here are the field sizes and descriptions:
EmployeeID - Text - 25 - unique
FirstName - Text - 20
LastName - Text - 20
Category - Text - 15
Manager - Text - 25
MinimumHours - Integer
MaximumHours - Integer
Priority - Integer
HomePhone - Text - 20
CellPhone - Text - 20
Address1 - Text - 30
Address2 - Text - 30
City - Text - 20
State - Text - 10
Postal - Text - 15
Email - Text - 40
Notes - Text - 250
Color - Integer
Password - Text - 10
Level - Text - 1
PasswordLastChanged - Date
The Category field links to the Category field in the Categories table. The Manager field links to the EmployeeID field in the Employees table.
Employees Available
This table lists all the times employees are availabile to work. Here are the field sizes and descriptions:
EmployeeID - Text - 25
Day - Integer
TimeFrom - Time
TimeTo - Time
DateFrom - Date (Currently not used)
DateTo - Date (Currently not used)
The EmployeeID field links to the EmployeeID field in the Employees table. The Day field indicates the day the person is not available. Sunday is 1, Monday is 2, ... and Saturday is 7. To make a person available all day long just enter a value for the Day field and leave the From and To fields blank. To make a person available for a time period every day, leave the Day field blank and enter values for the TimeFrom and TimeTo fields. If only the EmployeeID field is populated in a record that means the employee is available at any time.
EmployeeTime
This table lists all the employee time clock in/out records. Here are the field sizes and descriptions:
ID - AutoInc - unique
EmployeeID - Text - 25
StartTime - TimeStamp
EndTime - TimeStamp
The EmployeeID field links to the EmployeeID field in the Employees table.
Exceptions
This table lists all schedule exceptions. It is used to deal with holidays, sick days and time off. Here are the field sizes and descriptions:
ID - AutoInc - unique
EmployeeID - Text - 25
ScheduleID - Integer
DateFrom - Date
DateTo - Date
TimeFrom - Time
TimeTo - Time
Working - Boolean
Reason - Text - 100
Comments - Text - 250
Approved - Boolean
The EmployeeID field links to the EmployeeID field in the Employees table. The ScheduleID field links to the ScheduleID field in the Schedules table.
Messages
This table lists all days employees are scheduled for. Here are the field sizes and descriptions:
EmployeeID - Text - 25 - unique
MessageTimeStamp - TimeStamp
Message - Text
Read - Boolean
The EmployeeID field links to the EmployeeID field in the Employees table. The MessageTimeStamp field indicates when the message was created. The Read field flags whether the message has been read by the employee yet.
Scheduled Employees
This table lists all days employees are scheduled for. Here are the field sizes and descriptions:
ID - AutoInc - unique
ScheduleID - Integer
EmployeeID - Text - 25 - unique
Day - Unsigned Integer
Comment - Text - 100
The ScheduleID field links to the ScheduleID field in the Schedules table. The EmployeeID field links to the EmployeeID field in the Employees table. The Day field indicates which day the employee is scheduled. Sunday is 1, Monday is 2 and Saturday is 7.
Schedules
This table lists all different schedules employees can be scheduled for. Here are the field sizes and descriptions:
ScheduleID - AutoInc - unique
Description - String - 25
Shift - Text - 15
Category - String - 15 - unique
PeopleNeeded - Unsigned Integer
Days - String - 14
Manager - Text - 25
The ScheduleID field field must be a unique ID for the schedule. The Shift field links to the Shift field in the Shifts table. The Category field links to the Category field in the Categories table. The Manager field links to the EmployeeID field in the Employees table.
Shifts
This table lists all different shifts employees can work in. Here are the field sizes and descriptions:
Shift - Text - 15 - unique
StartTime - Time
EndTime - Time
Manager - Text - 25
Sequence - Unsigned Integer
Color - Integer
The Manager field links to the EmployeeID field in the Employees table. The Sequence field indicates the order in which the shifts will be rotated. Leave the sequence at 0 to prevent rotation.
Users
This table lists all the users of the software. Here are the field sizes and descriptions:
LoginID - String - 30 - unique
LastIn - TimeStamp
LastOut - TimeStamp
Viewing SQL Queries
It is possible to view the results of simple SQL statements stored in external text files. SQL stands for Structured Query Language; it is a way to communicate with databases using English-like commands.
To work with SQL queries you must be in the Detail tab of the Data Manager. To create a new SQL file either create one using any text editor or choose File | New SQL File from the menu. Save the SQL file to a folder, usually the Employee Scheduler Data folder.
To open a previously saved SQL file choose File | Open SQL File from the menu. A file select dialog will pop up allowing you to choose a SQL file. After selecting a file, you should see the results of the query in the data grid.
Here is an example of simple SQL Select query:
SELECT FirstName,LastName,Day
FROM Employees E JOIN ScheduledEmployees SE ON (E.EmployeeID=SE.EmployeeID)
This query shows the names of all employees and the days they are scheduled.
For more information on SQL, consult a good introductory database textbook. There is also some documentation on the supported SQL calls in the database engine manual. To read this manual, choose Help | DB Engine Manual from the Data Manager menu.
Executing SQL Queries
It is possible to execute simple SQL statements stored in external text files. SQL stands for Structured Query Language; it is a way to manipulate information from databases using English-like commands.
To create a new SQL file, either create one using any text editor or choose File | New SQL File from the menu. Save the SQL file to a folder, usually the Project Clock Data folder. Remember to save with the .SQL extension.
To open a previously saved SQL, file choose File | Open SQL File from the menu. A file select dialog will pop up allowing you to choose a SQL file. After selecting a file, you should see the results of the query in the data grid.
Here is an example of a simple SQL Update query:
UPDATE ScheduledEmployees SET EmployeeID='aneuman' WHERE EmployeeID='cmargolais'
This query will update all scheduled employees records where the EmployeeID is "aneuman". For these records, the EmployeeID will be renamed to "cmargolais".
For more information on SQL, consult a good introductory database textbook. There is also some documentation on the supported SQL calls in the database engine manual. To read this manual, choose Help | DB Engine Manual from the Data Manager menu.
Deleting Records
To delete a record when in form view, navigate to the record and press the - button on the navigator bar.
To delete one or more records in the detail view, select the records to delete. To select multiple records, click on the first record then hold down the [Ctrl] Key and click to select individual records or hold down the [Shift] key to select a range of records. To delete the selected records either press the [Ctrl]+[D] key combination or choose File | Delete Selected Records from the menu. To delete all the records in the current table choose File | Delete All Records from the menu.
Inserting Records
To insert a record when in form view, press the + button on the navigator bar.
To insert a record in the detail view, click on the record above which you wish to insert a record. Then either press the [Ctrl]+[I] key combination or choose File | Insert Record from the menu.
Re-indexing Tables
Over time, one of your tables may become corrupted. This sounds worse than it is. When a table becomes corrupted it usually just means the table's index has been compromised and needs to be rebuilt. See the section Avoiding Data Problems to learn more about table corruption. Usually when a table is corrupted, you will see an error message such as:
DBISAM Engine Error #9217 Error reading From Data File C:\Program Files\EmployeeScheduler\data\Users.dat
Re-indexing (repairing) the table is simple. Just select the affected table in the detail view and then choose File | Re-index Table from the Data Views menu. It does no harm to re-index a non-corrupt table.
DBSys
If you are unable to open the application to re-index a table, you can get the DBSys utility. DBSys is a utility from Elevate Software, the makers of the database engine used in Employee Scheduler. Use this program to repair the affected table.
Last Resort
If after trying all these solutions you still have problems, use the Data Backup feature (see section below) to create an archive of the problem data files and e-mail it to UNCONVERTED WINHELP MACRO:! ExecProgram("support@cybermatrix.com",)CyberMatrix support.
Related topics: Avoiding data problems
Backing up Data
To create a backup of your data choose Records | Backup Data from the menu in the Data Manager screen. Running this function will create a zip file in the Data\Backup folder. The zip file will have a name consisting of the current date and time the archive was completed.
Related topics: Restoring Data
Restoring Data
To restore previously archived data choose Records | Restore Data from the Data Manager menu. A file select dialog will pop up allowing you to choose the archive you would like to restore.
Related topics: Backing up data
Importing and Exporting Data in CSV Format
Importing Data
Employee Scheduler can import data in the form of comma-separated CSV files. If you have existing data from another application, this data can be imported into Employee Scheduler provided it is saved in the right format. CSV files used for importing must follow the exact same format as the table into which they will be imported. That is, if you look at a table in the detail view of the Data Manager you will notice the order of the fields in the table. This is the same order in which your CSV file must be. Most spreadsheet programs like Microsoft Excel allow you to easily load in CSV file and move columns around.
See the section Employee Scheduler Tables for more details on field types and sizes.
To import a CSV file first select the table you want to import into from the Data Manager. Then choose File | Import From CSV from the Data Manager menu. A wizard will guide you through importing the CSV file.
Note that when running the wizard, your import time format string must be exacty the same as what is in the CSV file. Most people leave in the .zzz in the import format string when their CSV data does not have microseconds. The import is not smart enough to determine what date/time formats you are using. You have to tell it.
Exporting Data
Data can also be exported in CSV file format from Employee Scheduler. This data can be imported into other applications that can handle CSV imports.
To export a CSV file first select the table to export from the Data Manager. Then choose File | Export To CSV from the menu. A file select dialog will allow you to select the CSV file to export.
Related topics: Viewing and Editing Table Data
Adding Schedule Exceptions
To accommodate schedule exceptions for vacations, leave and sick days you can create exception records. Exception records are stored in the Exceptions table. Use the data manager to add exception records. An exception record consists of the employee ID, schedule ID, the date range of the exception and whether or not the employee will be working.
For example, suppose employee aneuman will go on holidays from Sept 6 to Sept 9. Just add a record like this:
Note that the Working field is unchecked. This means aneuman will not be working. If you were adding an exception where someone was working when they ordinarily were not the Working field should be checked.
Exceptions can also be added from the main screen. To put someone on the schedule where they are not ordinarily scheduled, right click on the day and within the time range on the schedule and choose Add Exception to Schedule from the pop up menu. The Add Schedule Exception screen will appear with the Working checkbox checked:
Employees can create exceptions when asking for time off. When an employee requests time off an unapproved exception is created. Then a message is sent to that employees designated manager. To approve the employees request all the manager has to do is set the Approved flag of the exception.
You can change the dates to make the exception span several days if desired. Press OK to save the exception.
To take someone off the schedule when they would ordinarily be scheduled, right click on the schedule item on the schedule grid and choose Create Exception in Work Period from the pop up menu. The Add Schedule Exception screen will appear with the Working checkbox unchecked.
You can change the dates to make the exception span several days if desired. Press OK to save the exception.
Avoiding Data Problems
This software uses a local database to store its data. Unfortunately, local databases are susceptible to indexing problems (also known as corruption) if the computer is shut down abnormally. Indexing problems can occur if the program is in the middle of writing to the database and the program is prevented from completing the write. For this reason, you should always perform proper shutdowns. You should never shut off the computer or reset it while Windows is still running. Perform a proper shutdown by choosing Shut Down and either Restart or Shutdown from the start menu. If your system starts to act abnormally try exiting Employee Scheduler first and then perform a proper shutdown.
If your system appears frozen first try hitting the Ctrl + Alt + Delete key combination. This should bring up a task list. You may be able to end the task that is no longer responding. Sometimes the system will crash so hard that you cannot even bring up the task list. If this happens reset the machine and re-index any corrupted Employee Scheduler tables if necessary.
Related topics: Re-indexing Tables
Configuring Employee Scheduler
To configure Employee Scheduler bring up the Configuration screen by selecting View | Options from the main menu. The Employee Scheduler Configuration screen consists of three tabs: the General tab, the Schedule tab and the Shift tab. To view a section click on the labeled tab corresponding to that section.
General Options
This is what the General options tab looks like.
Program Options
Show Tips on Start Up
If this option is checked helpful tips will be seen when the software first runs.
Security Options
Enable Security
If this box is checked, security will be enabled. When security is enabled, a login dialog will show on program start-up. Employees will only be able to view their own schedule. The Administrator can log in as well as any users who have been set up in the Employees table. To set up the users in the Employees table and to change the current passwords use the Detail tab of the Data Manager. See also: Using the Security Features
Note that when security is enabled for the first time, the Administrator uses the default password of "magic". You should change this password immediately after enabling security to ensure a secure system. Write down your new password and store it in a secure location such as a safe.
Expire Password after X Months
If this box is checked, the password will need to be changed every monthly interval specified in the adjacent text box.
Time Clock Options
Use Time Clock
If this option is checked the software can be used as an employee time clock by ordinary employees. See also: Using the time clock
Start Time Clock in Window
The Start Time Clock in Window determines the limits of how many minutes before the schedule start time and how many minutes after the schedule start time the employee can still punch into the time clock. Set both values to 0 to disable the check window.
Data options
Data Location
The Data Location indicates where the data files for the program reside. To change the data path click on the button to the right of the Data Location edit box. Use the path explorer to choose a new path. Make sure the newly chosen path has data files in it.
Schedule Options
This is what the Schedule options tab looks like.
Schedule Time Period
Setting Start and End Times
The Start time specifies the earliest time employees may be scheduled.
The End time specifies the latest time employees may be scheduled.
Schedule Interval
This number indicates the number of schedule intervals in an hour. For example:
30 - split the hour into two intervals i.e. 8:00 - 8:30
15 - split the hour into four intervals i.e. 8:00 - 8:15
10 - split the hour into six intervals i.e. 8:00 - 8:10
Day Length
Indicates the number of hours an employee usually works in a day.
Show current time
If checked a colored bar will be shown across the schedule grid indicating the current time.
Move to current time
If checked, the schedule will automatically scroll down to the current time.
Schedule Options
Sidebar position
Indicates where on the schedule grid the time sidebar will be shown: on the left, right or both.
Booking shape
Indicates the shape of the appointment boxes as seen on the scheduler grid.
Minimum column width
This specifies the minimum column width to use in the Weekly and People schedule views. When there are a large number of people, this setting enables the appointment grid to scroll instead of compacting the columns.
Minimum row height
This specifies the minimum height of the grid line rows in the scheduler grid. Use a higher number to get larger rows.
Automatically fill vacancies
If checked, an attempt will be made to automatically fill any newly created vacancies.
Schedule Font
The font used in the scheduler grid. Here you can change the font style color and size.
Shift Options
This is what the Shift options tab looks like.
Shift Options
Rotate Shifts
If this option is checked all shifts will be rotated after the number of days in the rotation period is passed. See also: Automatic shift rotation
Last Rotation Date
This is the date at which the last shift rotation took place.
Rotation Period
This indicates the number of days to wait until the next shift rotation should take place.
Using the Security Features
Employee Scheduler has a security mechanism to prevent employees from accessing the schedule data of other employees. By default, there is no security in place for Employee Scheduler. This means that in a multi-user environment, any employee will be able to view and edit any other employee's schedule data. To prevent this, you can implement the security features by setting the security check box in the General tab of the configuration screen.
Logging In
When you run Employee Scheduler and security has been enabled, a login dialog will appear.
To see all employees' data, a user must login as Administrator. The default Administrator password is "magic". You should change this password if it is important that employees cannot view or change other employee's data. To login for the first time enter the word Administrator in the LoginID box and enter magic in the Password box then press OK. If you press the Cancel button, the application will close.
Important: write down and store your changed password in a secure location such as the company safe.
Security Levels
There are three security levels: Administrator, Manager and User. The default security level is User. Users can only see and edit their own schedule data. Managers and Administrators can view and edit other employee's data.
In Employee Scheduler, Managers and Administrators can use the Data Manager. Only Administrators can change global program options.
Assigning Security Levels to Employees
To assign someone a security level, login as an Administrator or Manager. Open the Data Manager and choose the Employee table. Assign A to the Level field of the employees you want to be administrators. Assign M to the Level field of the employees you want to be managers.
Frequently Asked Questions
Questions for users new to computers and the Internet
Questions about CyberMatrix Software
Database/Multi-user questions
Questions about Employee Scheduler
Questions about Employee Scheduler
Q. When I Start Employee Scheduler the following error message comes up:
DBISAM Engine Error #9217 Error reading From Data File C:\Program Files\EmployeeScheduler\Data\Users.Dat
A. This is a table indexing error (known as corruption). Employee Scheduler uses a local database to store its data. Indexing problems can happen in any local database when a system is shut down abnormally. You should never shut down or restart a Windows machine without doing a proper Windows shutdown first (i.e., choosing Shut Down from the Start menu.) To re-index the table, select the affected table in the Data Manager screen, in this case the Classes table, in the data views screen and then choose File | Re-index table.
DBSys
If you are unable to open the application to do a repair you can get the DBSys utility. DBSys is a utility from Elevate Software, the makers of the database engine used in Employee Scheduler. Use this program to repair the affected table.
Last Resort
If after trying all these solutions you still have problems, you can zip up the files and e-mail them to UNCONVERTED WINHELP MACRO:! ExecProgram("support@cybermatrix.com",)CyberMatrix support. To zip up your data do a backup by choosing Records | Backup Data from the Data Manager menu. This will create a time-stamped file in your Data folder, usually C:\Program Files\Employee Scheduler\Data\Backup. E-mail that file as an attachment.
Q. I have setup Employee Scheduler on an NT 4.0 station. When only one person access the program, everything is fine. When other machines use Employee Scheduler, everything slows to a crawl. What's going on?
A. This is an NT4 issue, and most likely related to opportunistic locking settings and the SP level. Due to bugs in early versions of NT4 a lot of servers had opportunistic locks turned off, but since this has been fixed they haven't turned them back on. The other thing that can cause slowdown problems is using NetBeui in conjunction with TCP/IP. It is recommended that you get an NT server administrator to look at the server and make sure that it's configured properly.
Purchase Information
You may freely evaluate the trial version Employee Scheduler without any costs for the period of 30 days. If you wish to continue using the program after 30 days, you must purchase it from CyberMatrix. If you do not wish to purchase the program after 30 days, you must uninstall it from your computer.
After 30 non-consecutive days from the time of installation, the software will cease functioning.
Rates
The following license rates apply to the CyberMatrix Employee Scheduler program:
Single license $100.
10 seats $700.
25 seats $1500.
50 seats $2500.
100 seats $4000.
Company Site License $5000 (for up to ten different sites).
Additional User Blocks (if a license has previously been purchased):
Single seat $75.
10 seats $600.
25 seats $1400.
50 seats $2400.
100 seats $3900.
Example:
If you need Employee Scheduler to accessed from 37 people's machines your license fee would be:
$1500 (25 seat) + $600 (additional 10 seats) + $150 (additional 2 seat) = $2250.
Shipping Options
Internet download - Free.
Ship CD by postal mail - $5 ($15 registered).
Ship CD by courier - $30 - ($60 outside North America).
Non-profit Discount
Not for profit agencies are entitled to a 10% discount when software is purchased directly from CyberMatrix.
Purchasing
There are several ways to purchase Employee Scheduler:
All CyberMatrix software can be purchased directly from CyberMatrix by secure Internet web form, fax, telephone, purchase order, funds transfer or by regular postal (snail) mail. Note that all prices are listed in U.S. dollars.
Fax
For fax orders click here to fill out the order form and fax toll free to 1-866-425-2670.
Internet Secure Server
Licenses can also be purchased by credit card on the Internet using a secure server. See the CyberMatrix store web page at http://www.cybermatrix.com for details.
Telephone
For telephone orders using a credit card, you may call CyberMatrix directly at (250)503-1009.
Toll Free
For telephone orders, you can also call toll free in Canada and the U.S. at 1-888-664-0383.
Purchase Order
Companies and government agencies may purchase this software by way of purchase orders. Standard credit references are required before PO's may be processed. This information may be faxed toll free to 1-866-425-2670.
Funds Transfer
Funds may be transferred directly from your bank account to ours. Contact us for account information. There is an additional $10 charge on orders under ($300) for using this option.
Snail Mail
To purchase a license, print out the registration form and send a company check or money order (in US funds) to:
CyberMatrix Corporation
3104-30th Ave
Suite #224
Vernon, B.C. V1T 9M9
Canada
After Purchasing
After you have purchased Employee Scheduler, if you did not order the software on disk, you will receive instructions on obtaining the commercial version of Employee Scheduler. You will also receive a registration key that will register the program to you or your organization. You may use the registration key with as many copies of Employee Scheduler as you have purchased licenses for, installed on as many computers. More than one person is allowed to use one licensed copy of the software on the same computer, as long as no two people use it at the same time. Just like a book can be read by many people, but only by one person at a time.
If more than one person needs to use the software at the same time, you must purchase a license for each person. Discounts apply for bulk purchases.
When your order and payment has been received and you did not order the software on disk, you will promptly be emailed a registration key and instructions on obtaining the commercial version. It is therefore important to include a valid email address when you place your order. Instructions will be provided on how to use the registration key.
Upgrade Information
All registered users of Employee Scheduler are guaranteed all future product revisions, both major and minor will be provided free of charge for a minimum of six months after the date of purchase.
Any major revisions (i.e. v1 to v2) after six months may accompany an upgrade fee that will be not more than 50% of the suggested retail price for said revision.
All upgrades will be made available for electronic download.
Related topics: Order Form
Employee Scheduler order form
Remit To:
CyberMatrix Corp.
3104-30th Ave
Suite #224
Vernon, B.C. V1T 9M9
Canada
Fax: 1-866-425-2670
Name: _________________________________________
Company: _________________________________________
Address: _________________________________________
_________________________________________
_________________________________________
Ship To: _________________________________________
_________________________________________
_________________________________________
(For credit card orders, the name and address must be exactly as they appear on your credit card and statement.)
Telephone: _________________________________________
Email: _________________________________________
[All prices in U.S. Dollars.]
Registration details
___________ Single license $100.
___________ 10 users $700.
___________ 25 users $1500.
___________ 50 users $2500.
___________ 100 users $4000.
___________ Site License $5000.
___________ Send program on CD by postal mail - $5 ($15 registered).
___________ Send program by courier - $30 ($60 outside North America).
___________ Send download instructions by e-mail - FREE (make sure to include e-mail address).
___________ Use bank funds transfer ($10 for orders under $300).
___________ Total
Payment method
[ ] Check
[ ] Money Order
[ ] Visa - Card #: ______________________ Expire Date: ___________
[ ] MasterCard - Card #: ______________________ Expire Date: ___________
[ ] Amex - Card #: ______________________ CID #:___________ Expire Date:___________
[ ] Discover - Card #: ______________________ Expire Date: ___________
[ ] Purchase Order: ______________________
(For P.O.'s, please fax your standard credit references form to 1-866-425-2670.)
Where did you hear about Employee Scheduler?
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