How do I sort shifts on the Daily View?

Shifts are sortable by Start Time, End Time, Employee, or Position. You can sort shifts by whichever method you choose. For example, you might choose to sort shifts by End Time if you want to see who gets off work at the same time, or you might sort by Position if you want to see which employees are working the same position.

Go to Schedules

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Navigate to the Schedules tab and click on Schedules.

Select a Schedule

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Select the schedule you would like to view by clicking on its title.

Go to Daily View

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At the top of the schedules page, click on the Daily View link.

Sort Shifts by Using the Tabs Above the Shifts

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To sort shifts, click on the title link (Start Time, End Time, Employee, and Position) above the schedule. To change the order (ascending/descending), click the grey arrows next to the selected title.

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What is the lock icon?

On the Daily View, the lock icon signals whether you have an employee assigned to a shift, or if the AutoScheduler can change the shift.

The lock icon is green (locked) when you have a staff member assigned, and the icon is red (unlocked) when you don’t have an employee assigned. When the icon is red (unlocked, no assigned employee) the shift will be AutoScheduled.

Lock or Unlock the Icon

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To change a lock icon from “locked” to “unlocked”, simply click on it. If you leave the lock icon “unlocked”, the shift will be AutoScheduled, and may be changed.

To change a lock icon from “unlocked” to “locked”, first assign an employee to that shift, then click on the icon. This will “lock” the employee into the shift, and the AutoScheduler will not change this shift.

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What are Work Periods?

TimeForge gives you total control of every aspects of the scheduling process. Work Periods allow you to split the day into different ‘work periods’, such as ‘Morning’, ‘Afternoon’, and ‘Evening’, or ‘Open’, ‘Mid’, and ‘Close’. Below are instructions for adding any work periods that might be relevant to your business operations.

Go to Work Periods

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Navigate to Schedules then click on Work Periods.

Edit Work Period Information

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Work Periods allow you to split the day into different ‘work periods’, such as ‘Morning’, ‘Afternoon’, and ‘Evening’. TimeForge will use the work periods to allow easy visualization of the schedule and availability. Edit the work period information and save.

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How do I know who has read my messages?

TimeForge offers a built-in messaging service to provide a quick and convenient way for employees and managers to communicate. Additionally, TimeForge Messaging offers a written record of this correspondence. To see if your message has been read, and by whom, follow the steps below.

Go to Messages

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Navigate to the Schedules tab and click on Messages.

View Sent Messages

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On the Messages page, scroll down to sent messages.

The View Messages Column Will Show Who Has Viewed Your Messages

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Look at the View Messages column and click on one of the numbers to see who has read your message.

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How do I approve or deny shift swaps for my staff?

TimeForge enables your employees to swap shifts (if you want them to be able to do this).

Shift swaps are simple: If Joe Smith doesn’t want to work the shift that he is currently scheduled for, he can “give up” his shift, and another employee can “pick up” that shift. Then, a manager can approve or deny the swap.

You can view shift swaps either through the Schedules tab or through your Today page. After viewing shift swaps, you can accept or deny shift swaps, and you can also leave a message to the employee regarding the approval or denial of the swap.  TimeForge also has alerts which will email managers (or staff members) which shift swaps are available, or need to be reviewed.

Schedules Tab View: Go to Shift Swaps

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Navigate to the Schedules tab, then click on Shift Swaps.

Schedules Tab View: View Open Shifts

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Click on the blue link: View Open Shifts, Given Up by Employees. A pop up will show you the shifts that are available for other staff members to pick up. These open shifts have already been given up by your staff.

Today Page View: View Open Shift Swaps

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This information can also be seen on your Today page, simply scroll down if you don’t see it right when you log in.

Accept or Deny Shift Swaps

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Once another employee “Picks Up” a shift, you will be able to accept or decline the shift swap, and TimeForge will notify the relevant employees automatically. Simply click on Approve or Deny, according to your preference.

Leave a Message

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After making your decision you can leave a message for the staff members to read, if you want to. Simply type your message into the Message field, then click Continue.

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How can I confirm a shift?

You will want to confirm scheduled shifts to let your manager know that you are planning to be at work for the shift.  Confirming a shift will help ensure that your manager does not schedule anyone else during this shift. There are two ways you can confirm a shift, either by email or by website. Confirm your shifts whichever way is easier for you!

Confirming a Shift by Email: View Messages

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To confirm a shift using your email (or messages), navigate to Schedules and click on Messages.

Confirming a Shift by Email: Confirm the Shift

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Find the message that displays your schedule and click on the blue Confirm This Shift button.

Confirming a Shift by Website: Access Your Schedule

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To confirm a shift using the website, click on the Schedules tab and then click My Schedule.

Confirming a Shift by Website: Select the Shift

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Find the shift that you have not yet confirmed and click Confirm.

Confirming a Shift by Website: Confirm the Shift

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To confirm, click the yes button. Your shift is now confirmed,

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How do I rate a shift from my schedule?

You will want to rate your shifts so that your managers (and the TimeForge AutoScheduler) can see which shifts you prefer to work and which shifts you would prefer to not work. Shift ratings are a quick and easy way for your managers to get an idea of how good the schedule was so that they can make the best schedules possible in the future. The goal of every schedule is to make everyone happy – happy managers, happy employees, and happy customers. Be sure to rate all of your shifts so your managers know how you feel.

Navigate to Schedules Page

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Navigate to the Schedules tab and click on My Schedule.

Rate your shift

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To rate your shift, click on the blue Rate link.

Did you enjoy your shift?

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Click on the green “thumbs up” button if you enjoyed your shift. If you did not enjoy your shift, click on the red “thumbs down” button.

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How do I move all shifts from one staff member to another?

At some point, you will need to move shifts from one staff member to another – if an employee is unable to work scheduled shifts, if you prefer a different employee to work a scheduled shift, or for any other reason that you want to transfer shifts from one employee to another.

TimeForge makes this process easy, simply follow the directions below.

Go to the Employees List

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Navigate to the Employees tab and click on Employees.

Select an Employee

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Choose the employee that you would like to take shifts away from and click on the blue Edit button next to their name.

Schedules

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On the Employee Information page, click on the Schedules tab.

Select Shifts

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Click on the check boxes next to the shifts you want to take away from this staff member, then click on the Bulk Assign These Shifts to Another Staff Member button.

Select an Employee

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Click on the drop-down menu and select the employee to whom you want to assign these shifts.  As you can tell, you can move all of the shifts to an Open status, or assign to a Bid shift.

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How do I turn off shift confirmations?

Shift confirmations allow employees to confirm that they will work a shift for which they are scheduled, notifying management that they “got the memo”. You will want to turn off shift confirmations if your business does not need employees to confirm their scheduled shifts. By turning off shift confirmations, employees will no longer have the option of confirming their scheduled shifts. To turn off shift confirmations, simply follow the directions below.

Go to Set Up

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Navigate to the Set Up tab and click on Settings.

Disable Shift Confirmations

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Scroll down toward the bottom of the page and find the question: “Do you want to enable staff members to confirm their scheduled shifts?”. To turn off shift confirmations, click on the drop-down menu and select “No”.

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How do I run Schedule reports?

Reports enable you to view, print, and analyze your operations so that you can optimize your profitability by avoiding over- or under- scheduling in the future. Schedule reports provide a printable, streamlined view of the employee schedule, so that you can quickly print and post your schedule, or review on a computer. Below are instructions for running schedule reports and understanding your options.

Go to Reports

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To run a schedule report, first navigate to Schedules and then click on Reports.

Select a Report

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Click on the type of report you want to run. There are brief explanations below each report’s title for clarification.

Select a Schedule

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Mark the check boxes next to the schedule(s) you would like to run a report on, and enter other relevant information.
If you want a run a report based on specific date range, rather than on a specific schedule, click the Run Report By Date Range link at the bottom of the page.

Run Report

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When you are finished entering all relevant information and selecting your options, click on the “Run Report” button.

View Report

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Your report should load at the very bottom of the page. Scroll down to view the report. From here you can print, download, etc.

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We are one year into it now, well past being enamored with the newness. We are married to TimeForge. It's as essential to us now as any of our management tools today, and we very happy about that.- Steve @ Hermosa Cyclery
We really like the program so far. I know that it is geared towards restaurants, but we are a real estate company and we love it because it is inexpensive and it is so easy to use.- Nicole @ Exit Premier Realty
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I would highly recommend TimeForge to anyone making work schedules. ... What used to take 1-2 hours, now takes 15 minutes. The reports section is comprehensive and useful.- Lawrence Payne @ Mid Pacific Country Club
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Before using TimeForge, creating a schedule took 2 hours. With TimeForge, it takes less than 10 minutes.- Gail @ Kerr Drug

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