Creating an Employee Schedule

TimeForge is a complete labor management tool, and one of the most useful features of TimeForge is the ability to quickly and easily create an employee schedule. Once your employees and positions are configured in the software, creating an employee schedule is easy!

In just a few clicks, a complete employee work schedule can be assembled and posted for all staff members to view.

TimeForge allows you to build a labor schedule in different ways – depending on your exact scheduling needs. You could even choose to use the AutoScheduler, and have accurate employee schedules created automatically for you. TimeForge includes a daily view, which includes a bar/gantt chart to easily determine staffing levels, as well as a weekly view, which resembles Microsoft Excel, and allows you to work on an entire week at a time.

Go to the “Schedules” page.

Go to the "Schedules" page.
  • Log in
  • Hover over the “Schedules” tab
  • Click on “Schedules”

Click “Add A New Schedule.”

Click "Add A New Schedule."

Note: You can also edit an unpublished schedule by clicking the “Edit” button next to an existing unpublished schedule.

Add a new employee schedule date.

Add a new employee schedule date.

To begin scheduling employees, enter this information:

1. Start and end dates for your work schedule (these are the begin and end dates for the schedule)

2. A descriptive name to remember the schedule (the software will suggest a name for your schedule)

3. If your account is configured for multiple Departments, you can choose an applicable Department

4. If your account is configured with Sales Forecasting, you can choose an appropriate Sales Category

Click “Add This Schedule” when finished.

Schedule with or without a template.

Schedule with or without a template.

1. You can select a template for each specific department.

2. You can choose to upload a schedule you already have as an Excel spreadsheet or CSV.

3. To build staff member schedules without a template, click this option and ignore the option to select a template for each day.

4. You can select which days you want a template to be applied to.

Click “Assign Employees” when you are finished.

Create employee schedules using different views – Daily View

Create employee schedules using different views - Daily View

TimeForge allows you to build an employee schedule in different ways – depending on your needs.  TimeForge includes a “Daily View,” which includes a bar chart to easily determine staffing levels, as well as a “Detail View,” which resembles Microsoft Excel, and allows you to work on an entire week at a time.

Pictured above is the Schedule “Daily View.” Some of the powerful features and benefits of the “Daily View” include:

 1.  The work schedule can be built by employee (Schedule By Employee), or by position (Schedule By Position). Switch back and forth with a single click.

 2.  Make a schedule template from the shifts you have created, or use a previously created schedule template to make a schedule fast!

 3.  You can choose to use the TimeForge ShiftBuilder to help automatically build a schedule for you.

 4.  Choose Daily Labor Costs to review a graph of labor costs by position.

 5.  Important messages about the schedule, including scheduling rule problems and best practices, are displayed at the top of the “Daily View.”

 6.  Adding a shift is easy – just pick the start and end times, then choose the employee or position from the drop-down. That’s it!

 7.  A graphical chart is shown next to each shift to allow you to easily staff your business.

 8. You can choose to edit the daily breaks that are created from your employee break rules.

Create employee schedules with different views – Weekly View

Create employee schedules with different views - Weekly View

TimeForge allows you to create a work schedule in different ways – depending on your needs. TimeForge includes a “Daily View,” which includes a bar chart to easily determine staffing levels, as well as aWeekly View,” which resembles Microsoft Excel, and allows you to work on an entire week at a time.

Pictured above is the Schedule “Weekly View.” Some of the powerful features and benefits of the “Weekly View” include:

 1.  The schedule can be built by employee (Schedule By Employee), or by position (Schedule By Position).  Switch back and forth with a single click.

 2.  Group summaries (such as the total hours, number of shifts, and labor costs) can be switched on and off by clicking on “Hide Group Summaries” or “Show Group Summaries.”

 3.  Click on “Show Time,” “Show Hours,” or “Show Cost” to quickly display each shifts start and end times, hours of duration, or the cost of the shift. No more sorting through Excel for this data!

 4.  Important messages about the schedule, including broken scheduling rules and best practices are displayed at the top of the “Weekly View.”

 5.  Click on the date header (such as Sat 08/08 or Sun 08/09) to view a pop-up window of additional actions, such as switching to the “Daily View,” creating a template, copying shifts from one day to another day, and much more!

 6.  The group summaries can be seen for the position or employee, as well as totals for the entire week and each individual employee, position, and day.

 7.  Click “Add Shift” or the start and end time of the shift to add or edit a new shift for the employee.

Create your employee schedule with the “Add/Edit Shift” pop-up in the “Weekly View.”

Create your employee schedule with the "Add/Edit Shift" pop-up in the "Weekly View."

In the “Weekly View,” clicking “Add Shift” will show the above window.

This window allows you to quickly add a shift to an employee / position combination, shows any other shifts that the employee is already scheduled for, and displays any requested time off. Shifts can also be copied to other days of the schedule with a single click!

Click “Save” when you are finished.

Drag and drop shifts to quickly copy schedules.

Drag and drop shifts to quickly copy schedules.

In the “Weekly View,” you select an employee (or position) and drag it to another employee (or position). You will then see the window displayed above when, release your mouse button when you see a green “check” icon.

You can choose to copy (duplicate) or move the shifts from one employee to another. Copy the shifts to copy any upcoming shifts, leaving the original shifts intact. Move the shifts to transfer shifts from one staff member to another.

Use the Daily View to Add Shifts to a Day

Use the Daily View to Add Shifts to a Day

Instead of using the “Weekly View” to add shifts and manage the schedule, many TimeForge users will use the “Daily View.”

To add shifts while using the “Daily View:”

 - Pick the appropriate “Start Time” (when the employee should arrive) and “End Time” (when the employee will likely leave) for the shift. Instead of choosing from the drop-down box, you are free to enter your own start and end times (such as 2:12pm)

 - Choose the job code for this shift from the Position drop-down box.

Note: Positions that do not have employees assigned will not be shown in the “position” drop-down.

Use the daily view to create employee schedules.

Use the daily view to create employee schedules.

After choosing the start and end times on the “Daily View,” and a position for the shift, click on the Employee drop-down. TimeForge will display a listing of all possible employees that are available to fill this shift.

Information about each employee will be shown, including their name, skill level for this position, an approximate cost to have the employee work this shift, and any notes about employee availability or requests.

Additionally — the “AutoSchedule” option is available. When you choose the “AutoSchedule” option, TimeForge will automatically look for the employee that is a “best fit” for the schedule, based on available hours, employee constraints (such as their availability), cost of labor, and a number of scheduling best practices.

Post the employee schedule to be viewable by employees.

Post the employee schedule to be viewable by employees.

When the schedule is complete, it should be Posted. Posted schedules can be seen by all staff members that have access to TimeForge. Schedules that are not yet posted cannot be viewed by employees.

The schedule can only be posted from the “Weekly View,” giving you one last chance to see the entire schedule before giving it to your employees.

To post, simply click “Finished!”. Your schedule will now be viewable by your employees that log in to TimeForge.

Note: If you would like to come back later and continue editing the schedule without allowing other employees to see the schedule, simply leave the page – all of the changes are already saved.

heartWhat some of our clients have to say ...

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
The Timeforge scheduling system has not only increased our efficiency tremendously; decreased the errors in what is normally an error prone environment; it has also saved us ten times what it costs us each month.- Michael @ Tiara Cafe
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
I've been really pleased with this latest version of TimeForge. I'm really getting familiar with this program and its become a great time saver! Keep up the good work!- Loren @ Fresh Produce
Before using TimeForge, creating a schedule took 2 hours. With TimeForge, it takes less than 10 minutes.- Gail @ Kerr Drug

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About TimeForge

The best tools available for managing labor in the retail, restaurant, food-service, and hospitality industries. Includes applicant tracking, time management, employee scheduling, payroll, and other labor management tools.

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