The schedule grid can display scheduling information for up to 100 employees. When you first access the Schedules page, the application will attempt to display the current week's schedule for each of the employees in your currently active employee filter. If the current employee filter includes more than 100 employees, however, a message will instruct you to modify the filter criteria to reduce the number of employee records for display. You can do this by editing the employee filter to make it more restrictive, by selecting or creating a more narrowly defined employee filter, and/or by applying a schedule filter to the selected employee filter.

Tips:
Even if you do not have security group access to over 100 employees, you may want to use the employee and schedule filters to reduce the number of employees displayed and increase the performance speed of the Schedules page.

You can also limit the scope of data and increase performance by redefining the range of dates for which scheduling data is displayed.

Using Employee Filters

An employee filter allows you to select employees based on each employee's ID, manager, pay group, shift rule, Flextime rule, time zone, and/or default labor charge categories. Although you can create and save an unlimited number of employee filters, only one employee filter can be active at one time. Each employee filter can, however, filter on multiple selection criteria. The employee filter feature is available on all pages that display data about employees to managers and practitioners. Your employee filter selection persists as you move from one page to another. For more information about creating and using employee filters, see The Employee Filter.

Note: Depending upon how your system is configured, an employee may have more than one Employee ID. For example, if employees hold multiple positions within a company (such as teacher and coach), each position will have its own employee ID. Another example might be when employees work in two different locations (a home office in one state and a local office in another state) and have different taxes because of those locations.

Using Schedule Filters

A schedule filter is really a sub-filter that is applied to the active employee filter. This sub-filter allows you to select employees whose assigned schedules meet certain criteria. You can create schedule filters that are based on employees' scheduled in times, scheduled out times, and/or total scheduled worked hours per day. You can also filter for employees who have assigned schedules that use specific earnings codes, recurring schedules, lunch plans, shift rules, Flextime rule and/or labor charge category assignments (up to two labor charge categories can be associated with schedules; department and job are the most commonly used).

You can create, save, and reuse up to 15 schedule filters, although only one schedule filter can be applied at a time. Each schedule filter can define multiple schedule selection criteria. Schedule filters are only available on the Schedules page.

The following topics provide instructions for performing common schedule filter tasks.

• Creating a New Schedule Filter

  To create a new schedule filter:

  1. From the Time & Attendance menu, select Schedules.

     Note: If the Schedules option is not visible, make sure that you have selected Manager in the Role Selector.

  2. In the selection box in the Filter area, click and select Create new schedule filter.

     Note: If you have already created 15 schedule filters, the Create new schedule filter menu option will not be available. You must delete an existing filter before you can create a new filter.

  3. In the Filter Name field of the New Schedule Filter window, enter a short, descriptive name for your new filter (for example, Starts between 6-8 AM).

  4. In the Select Field box of the Create a New Filter section, click and select a schedule feature for which you want to define a filter condition. The available options are:

     • Daily Total Worked Hours

     • Earnings Code

     • In Time

     • Lunch Plan ID

     • Out Time

     • Recurring Schedule

     • Scheduled Department (or other labor charge category used by your company)

     • Scheduled Job (or other labor charge category used by your company)

     • Scheduled Shift Rule

     Note: Filter conditions created based on Daily Total Worked Hours, In Time, Lunch Plan ID, Out Time, and Schedule Department/Job/Shift Rule/Other Labor Category only apply to scheduled worked time. They do not apply to schedules for non-worked time, such as Vacation.

  5. In the Qualifier field, click and select the appropriate relationship for the filter condition you want to apply. The available choices will vary depending on which field you selected in the previous step:

     • If you selected Earnings Code, Lunch Plan ID, Recurring Schedule, Scheduled Department, Scheduled Job, or Scheduled Shift Rule, the only available option is Equals.

     • If you selected Daily Total Worked Hours, In Time, or Out Time, the following options will be available:

       • Equals

       • < (Less Than)

       • <= (Less Than or Equal To)

       • > (Greater Than)

       • >= (Greater Than or Equal To)

  6. If you selected Earnings Code, Lunch Plan ID, Recurring Schedule, Scheduled Department, Scheduled Shift Rule, or Scheduled Job, use the multiple selection lookup buttons ( and ) next to the Selected Values box to select the specific earnings codes, lunch plans, recurring schedules, departments, jobs, or shift rules for which you want to view schedules.  

     Note: You can select more than one value to create an "or"condition. For example, if you are creating an Earnings Code filter condition and you select both Vacation and Bereavement, employees who have scheduled vacation time or scheduled bereavement time off (or both) will be displayed in the schedule grid.

  7. If you selected Daily Total Worked Hours, In Time, or Out Time, enter an appropriate value in the Enter Value text box.

     Notes:
     Although you can only specify one value per Daily Total Worked Hours, In Time, or Out Time filter condition, you can define multiple filter conditions, which are evaluated as an "and" relationship. For example, to filter for all employees who start work between 6:00 and 8:00 AM, create a schedule filter that includes the following two filter conditions: In Time >= 6:00 AM and In Time <=8:00 AM.
     
     The system will not prevent you from creating a schedule filter that includes conflicting filter conditions, such as In Time <= 7:00 AM and In Time >= 8:00 AM.

  8. Click Add Filter to add the filter condition you just defined to your schedule filter. The new condition will appear in the New Filters table.

  9. Repeat steps 4-9 until you have added all the filter conditions you want to define for your schedule filter.

     Tip: If you want to delete a filter condition you have added, click the appropriate button in the New Filters table.

  10. Click Save. The New Schedule Filter window will close and the schedule grid will be reloaded with the new schedule filter selected and applied.

  Note: If you define multiple conditions for a schedule filter, they are treated as "and" conditions. Scheduling data will only be displayed for employees who meet all of the filtering conditions. For example, if you create a schedule filter with the following conditions:
  
  In Time >= 6:00 AM
  In Time <= 8:00 AM
  Scheduled Department = Marketing
  
  all employees who are scheduled to begin work between 6:00 AM and 8:00 AM and who are scheduled to work in the Marketing department will be displayed in the schedule grid.
  
  However, when you select multiple values within a filter condition, the values are treated as ”or” conditions. For example, if you select the earnings code conditions Vacation and Personal, the schedule grid will include all employees who have schedules that have been assigned to either the Vacation or the Personal earnings code. Similar logic is used when selecting multiple codes from Department, Job, Lunch Plan, or Shift Rule fields.

• Applying a Schedule Filter

  To apply a schedule filter or switch to a different schedule filter, perform the following steps from any view and mode on the Schedules page.

  1. In the selection box in the Filter area, click .

  2. Select from the drop-down list the filter you want to apply. The schedule grid will be reloaded with the selected schedule filter applied.

• Editing a Schedule Filter

  To edit a schedule filter, perform the following steps from any view and mode on the Schedules page.

  1. In the selection box in the Filter area, click .

  2. Select from the drop-down list the filter you want to edit.

  3. Click the button.

  4. If necessary, edit the value in the Filter Name field of the Edit Schedule Filter page.

  5. If you want to delete any of the filter conditions you defined previously, click the appropriate button in the Current Filters table.

     Note: You cannot edit a previously defined filter condition. Instead, delete the old condition and create a new one.

  6. To define a new filter condition, click in the Select Field box of the Create a New Filter section, and then select a schedule feature for which you want to define a filtering condition. The available options are:

     • Daily Total Worked Hours

     • Earnings Code

     • In Time

     • Lunch Plan ID

     • Out Time

     • Recurring Schedule

     • Scheduled Department (or other labor charge category used by your company)

     • Scheduled Job (or other labor charge category used by your company)

     • Scheduled Shift Rule

     Note: Filter conditions created based on Daily Total Worked Hours, In Time, Lunch Plan ID, Out Time, and Scheduled Department/Job/Shift Rule/Other Labor Category only apply to scheduled worked time. They do not apply to schedules for non-worked time, such as Vacation.

  7. In the Qualifier field, click and select the appropriate relationship for the filter condition you want to apply. The available choices will vary depending on which field you selected in the previous step:

     • If you selected Earnings Code, Lunch Plan ID, Recurring Schedule, Scheduled Department, Scheduled Job, or Scheduled Shift Rule, the only available option is Equals.  

     • If you selected Daily Total Worked Hours, In Time, or Out Time, the following options will be available:

       • Equals

       • < (Less Than)

       • <= (Less Than or Equal To)

       • > (Greater Than)

       • >= (Greater Than or Equal To)

  8. If you selected Earnings Code, Lunch Plan ID, Recurring Schedule, Scheduled Department, Scheduled Job, or Scheduled Shift Rule, use the multiple selection lookup buttons ( and ) next to the Selected Values box to select the specific earnings codes, lunch plans, recurring schedules, departments, jobs, or shift rules for which you want to view schedules.  

     Note: You can select more than one value to create an "or" condition. For example, if you are creating an Earnings Code filter condition and you select both Vacation and Bereavement, employees who have scheduled vacation time or scheduled bereavement time off (or both) will be displayed in the schedule grid.

  9. If you selected Daily Total Worked Hours, In Time, or Out Time, enter an appropriate value in the Enter Value text box.

     Notes:
     Although you can only specify one value per Daily Total Worked Hours, In Time, or Out Time filter condition, you can define multiple filter conditions, which are evaluated as an "and" relationship. For example, to filter for all employees who start work between 6:00 and 8:00 AM, create a schedule filter that includes the following two filter conditions: In Time >= 6:00 AM and In Time <=8:00 AM.
     
     The system will not prevent you from creating a schedule filter that includes conflicting filter conditions, such as In Time <= 7:00 AM and In Time >= 8:00 AM.

  10. Click Add Filter to add the filter condition you just defined to your schedule filter. The new condition will appear in the New Filters table.

  11. Repeat steps 6-10 until you have added all the new filter conditions you want to define for your schedule filter.

      Tip: If you want to delete a filter condition you have just added, click the appropriate button in the New Filters table.

  12. Click Save. The Edit Filter window will close and the schedule grid will be reloaded with the newly modified schedule filter selected and applied.

  Note: If you define multiple conditions for a schedule filter, they are treated as "and" conditions. Scheduling data will only be displayed for employees who meet all of the filtering conditions. For example, if you create a schedule filter with the following conditions:
  
  In Time >= 6:00 AM
  In Time <= 8:00 AM
  Scheduled Department = Marketing
  
  all employees who are scheduled to begin work between 6:00 AM and 8:00 AM and who are scheduled to work in the Marketing department will be displayed in the schedule grid.
  
  However, when you select multiple values within a filter condition, the values are treated as "or" conditions. For example, if you select the earnings code conditions Vacation and Personal, the schedule grid will include all employees who have schedules that have been assigned to either the Vacation or the Personal earnings code. Similar logic is used when selecting multiple codes from Department, Job, or Lunch Plan fields.

• Deleting a Schedule Filter

  To delete a schedule filter, perform the following steps from any view and mode on the Schedules page.

  1. In the selection box in the Filter area, click .

  2. Select from the drop-down list the filter you want to delete.

  3. Click the button.

  4. On the Edit Schedule Filter page, click the Delete button (near the bottom of the page).

  5. In the confirmation dialog box, click OK. The Edit Schedule Filter window will close and the schedule grid will be reloaded with no schedule filter applied.

• Temporarily Adding One or More Employees to the Filtered Schedule View

  In some situations, you may want to temporarily add to the current schedule grid one or more employees who have been excluded due to a schedule filter condition. To do this, perform the following steps from any view and mode on the Schedules page.

  1. Verify that a schedule filter has been applied. If "No schedule filter selected" appears in the text box in the Filter area, click and select from the drop-down list the schedule filter you want to apply.

     Note: You can only add employees who have been filtered out of the current view by the active schedule filter. If no schedule filter has been applied, or if the active schedule filter has not excluded any employees, you will not be able to add any employees to the current view. You cannot add to the schedule grid employees who have been excluded by the active employee filter.

  2. Click the button. A Temporarily Add Employees to Filter pop-up window will open and display a list of employees who have been excluded from the view due by the active schedule filter.

  3. Click the check box for each employee you want to add, or click the check box in the header row to select all of the listed employees.

  4. Click Done. The pop-up window will close and the schedule grid will reload and display scheduling information for the filtered employees and any employees you have temporarily added.

     Notes:
     This procedure only adds the selected employees to the view temporarily. They are not added to your schedule filter definition. If you save changes to employee schedules or otherwise refresh the schedule grid, the added employees will disappear from the view (unless their schedules have been changed so that they now meet the filter conditions defined by the active schedule filter).
     
     If you want to remove from the grid employees that you have added temporarily, simply click the Find button to refresh the page.

Notes:
The employee filter and schedule determine which employees' schedules will be shown in the schedule grid, but they do not determine which specific dates will be shown. The date range is determined by the date selection tools. For information about changing the dates for which date is displayed, see Viewing Scheduling Information for a Specific Date Range.

Any time you are using a schedule filter, any edits you make to employee schedules could cause employees to disappear from your filtered view. For example, if you have applied a schedule filter that displays only employees who work after 5:00 PM and you then change one of the selected employee's schedules so that he works mornings, that employee will no longer appear on your filtered schedule grid after the change to his schedule has been saved.