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:
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.
The Data Manager will look something like this:
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.
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.
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.
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:
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:
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.