As an administrator, you can use recurring schedule templates to quickly assign employees to schedules that are based on predictable, repeating patterns. These recurring schedule templates define common weekly or multi-week schedules used by your company. As an administrator, you can also create and edit these recurring schedule templates.

To assign an existing recurring schedule template to an employee:

1. Click the Home tab.

2. Under the Home tab, click the Timecard Manager link.

3. If the Multiple Employee Timecard Manager opens, click the Single Employee View link near the upper right corner of the page to view the Timecard Manager for one employee. If the single employee Timecard Manager opens, skip this step.

4. On the Timecard Manager, click the button (next to the Find button). The Employee ID Lookup window opens. Select the employee to whom you want to assign a recurring schedule. The Timecard Manager refreshes and displays timecard information for the selected employee.

5. Click the Schedule link above the table of timecard data. The Monthly Schedule page opens and displays in a calendar view the employee's schedule for the four-week period that begins with the week that was being viewed in the Timecard Manager.

   Tip: You can use the and date buttons to move the monthly schedule backward or forward one week at a time. You can also use the Week Of drop-down menu to navigate to a specific starting week for the monthly schedule. To return to a monthly view beginning with the current week, click the button.

6. In the left-most column of the Monthly Schedule page, click the button for the week during which you want the new recurring schedule assignment to begin.

   The Recurring Schedules page opens and displays the employee's recurring schedule assignments for a four-week period beginning with the week for which you clicked the button. In each date cell, a description of the recurring schedule (if any) in effect for that date is displayed. If no recurring schedule has been assigned for a date, the corresponding calendar cell is empty.

   Note: A maximum of one recurring schedule is shown in each date cell because only one recurring schedule per day can be in effect for an employee.

7. To assign a recurring schedule, click the date on which you want the recurring schedule to become effective for the employee.

   Note: A single employee can be assigned multiple recurring schedules that overlap or are nested, so you can assign a new recurring schedule to a date for which a recurring schedule is already displayed in the calendar. No two recurring schedules can have the same start date for a single employee, however, so the date you select cannot be the start date of the existing recurring schedule. If an employee is assigned to two or more recurring schedules that span a given date, the recurring schedule with the latest start date takes precedence and is shown in the Recurring Schedules calendar.

8. On the Edit Recurring Schedules page, click the New button to clear the Recurring Schedule field and reset the start and end dates to the date you selected.

   Tip: If the date you picked did not have a recurring schedule assigned to it already, the Recurring Schedule field will already be blank and you do not have to click the New button.

9. Click the button next to the Recurring Schedule field.

10. In the Recurring Schedule Lookup window, select the recurring schedule you want to assign to the employee.

Note: The list of recurring schedule templates does not display schedules that have been hidden. To display hidden schedule, select Include Hidden Recurring Schedules. The Hidden column will display with check marks for those schedules that have been hidden. Any schedule that appears in the list, including those marked as Hidden, can be assigned to employees.

14    If you want to view the exact schedule defined by the template you selected, click the Preview link. A Preview Recurring Schedule pop-up window displays a weekly summary view of the recurring schedule template.

Tips:
To view even more detail about the recurring schedule template, click a week number in the weekly summary. The window expands to show each time pair for the selected week and any earnings codes, labor charge category values, lunch plans, Flextime rules or shift rules that have been associated with the time pairs for that week.

When you are finished looking at the template preview, click the Close button.

15    If you want to change your recurring schedule selection, repeat steps 9-11 to select another template.

Note: If you cannot find an appropriate template, you can create a new recurring schedule template.

16    If you want the employee's new recurring schedule to start on a date other than the date you clicked in step 7 (now displayed in the Start Date field), click the button in the Start Date field and select the appropriate date.

17    In the End Date field, click the button and select the last date on which you want the recurring schedule to be in effect for the employee. If you want the schedule to be in effect indefinitely, delete the date in the End Date field and leave the field empty.

18    If the selected recurring schedule template is for a multiple-week schedule, enter in the Start Week field the week number of the template that should be used when the recurring schedule is first applied.

Tips:
It may be helpful to view the template preview again when selecting a Start Week value.

If the recurring schedule is a weekly schedule, leave the Start Week value set to 1.

19    Click the Submit button.