CyberMatrix Employee Scheduler Tutorial

Running Employee Scheduler

When you first run Employee scheduler you will see the Tip Of The Day screen. Click OK to show the main screen. The main screen will look something like this:

main screen

Setting up your data

The first step in using Employee Scheduler is to enter your data. Your data will include information about your employees, shifts and schedules. Data is erased and added in the Data Manager screen. Open the Data Manager by choosing Records | Data Manager from the main screen menu.

Data Manager menu

The Data Manager will look something like this:

Data Manager form view

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. To delete all the records in the current table choose File | Delete All Records from the menu.

delte all records

Entering Employee Data

The first step is to enter all your employee data. Enter all your employee data in the Employees table using the Data Manager. To add a new employee first click on the Employees tab.

blank employee record

If the fields are not blank as in the above picture. Press the add button to add a new record. The add button is the red circular button at the top with the + sign in it. Then type in the employee data into the fields. In the example below, we added the employee named Alfred Newman.

esdmaneuman

The EmployeeID field must be a unique ID for the employee. All other fields are optional. The Category field indicates to which category, if any, the employee belongs to. The Category field links to the Category field in the Categories table. It is used to group similar people together. The Manager field indicates who is responsible for the employee. The Manager field links to the EmployeeID field in the Employees table.

The Minimum Hours field indicates the minimum number of hours per week this employee must work. The Maximum Hours field indicates the maximum number of hours per week this employee can work. The priority field is used in automatic scheduling. Those employees with higher priority will be selected first during the automatic scheduling process. The Color field indicates which color work periods for this person will have. The E-mail contact is an e-mail addresses for the person. The Password field indicated the login password for this employee. The Level field indicates the security level of the employee. This field can be A for Administrator, M for Manager or U for an ordinary employee. The Last Changed field indicates the date the password for this employee was last changed. This field is used only when the software is setup to regularly require employees to change their passwords.

Entering Employee Availability

The Employees Available tab lists all the times employees are available to work. 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. The TimeFrom and TimeTo fields indicate the hours this employee is available. 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.

Entering Categories

The Categories tab lists all the people and schedule categories.  The names listed in this table will show up in the Category pull-down lists on the Employee and Schedule data entry tabs.

Entering Shifts

The Shifts tab lists all the shifts in which employees can work. The names listed in this table will show up in the Shift pull-down list on the Schedule data entry tabs. Here is the record for the morning shift:

shifts entry tab

The Shift Name field must be a unique ID for the shift. The Start Time and End Time fields indicate when the shift starts and ends. All other fields are optional. 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.

Entering Schedules

The Schedules tab lists all the schedules in which employees can work. The names listed in this table will show up in the Shift pull-down list on the Schedule data entry tabs. Here is the record for the morning schedule:

 schedule entry tab

The ScheduleID 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 People Needed field indicates how many people are needed in this shift. This field is very important to the automated scheduling process. The Days field lists which days the schedule applies to. To add or remove days for the current schedule click the button to the right of this field. A day selector dialog will appear allowing you to select different days. The Manager field links to the EmployeeID field in the Employees table.

Other Data

The remaining data tabs are used by the software itself and normally will not need to be edited. See the Employee Scheduler Tables section of the help file for detailed information on these and other tables.