The 5-Out Scheduler is an employee scheduling solution that makes it easier staff the right people at the right time, driving customer and employee satisfaction while efficiently managing your labor budget.
Setting up your schedule preferences
Navigate to the "Restaurant Info" screen under the settings gear on the left hand menu
Toggle to the "Scheduling" tab on the horizontal menu across the top of your screen
Click the pen icon in the top right to customize the Scheduling settings
Update / adjust any of the following settings:
Schedule Start
Daily Overtime Limit
Weekly Overtime Limit
Overtime Multiplier
Schedule Over Budget Threshold
Schedule Labor Notifications
Request Coverage Threshold hours
[Optional] Enable the Labor Matrix by checking the box at the bottom of this screen
Note: us this if you schedule labor by number of employees per hour versus a labor % budget
Click the check mark in the top right (where the edit pen icon was previously) to save your changes
Setting up your departments
By creating departments in 5-Out, you can set different labor budgets for different teams within your organization. For example, you may have a higher labor % target for your back of house team versus your front of house team. In this scenario, you could create two departments: "FOH" and "BOH"
Navigate to the "Departments" screen under the settings gear on the left hand menu
Select "New Department" in the top right corner
Configure the department by entering its "Name" and "Target Labor Budget" and clicking "Apply"
Repeat steps step 3 and 4 for all departments
Edit existing departments as needed by clicking the three dots to the right of the department name
Setting up your roles
Roles live within departments in 5-Out and allow you to set different default wages for different job types. For example, servers typically have a different hourly wage than bussers.
Navigate to your "Account" screen by toggling to it at the top of the page and select "Create New Role" on the right side
Fill in the role name, check if it is a managerial role, and choose a color for the role
Navigate back to the restaurant whose schedule you are setting up by toggling out of the "Account" page
Navigate to the "Roles" screen under the settings gear on the left hand menu
Select "Assign Role" in the top right corner
Select the role and enter department and wage in the pop up and click "Apply"
Repeat these steps for all roles
Adding and managing employees
Navigate to the "Employees" screen under the settings gear on the left hand menu
Review existing employee information in the main screen, noting that:
You can review and/or edit employee information by clicking the pencil icon to the right of their names
The phone icon to the right of the pencil icon indicates whether they have been invited and/or have accepted the invitation to the app
Grey: not yet invited
Pink without checkmark: invited but not yet accepted
Pink with checkmark: invited and accepted
Click "Add Employee" in the top right corner to add a new team member
Fill in employee details in the "Add Employee" module, note that there are three tabs to complete: basic info, roles, and availability
Click "Add Employee" in the top right to save:
Click the grey phone icon next to the name of the new employee to send them an invitation to join the app:
Click "Invite" on the pop up to send the app invitation
The employee will receive an email prompting them to download the app. Within the app, they will be able to:
See their scheduled shifts
See the entire team schedule
Request time off
Request to switch shifts
Start a chat with other team members
See team announcements
Creating the Schedule
Navigate to the schedule screen by clicking the calendar icon on the left side menu bar (the fourth icon from the top)
Select between day and week view in the top left and toggle between departments, if needed
Review the header for each day to see target labor budgets and the forecast
As you schedule, the progress ring will compare your scheduled labor to your budgeted labor
On the far right, you'll see your total week's schedule vs budget
Add new or review existing events in the 'Events' row by clicking into the appropriate column:
Create shifts in one of three ways:
Add manually in the 'Unassigned Shifts' row, then drag and drop to the employee
Schedule employees directly in the grid (same view as above but 'Apply to' field is pre-populated with the employee's name)
Look out for flags that an employee is unavailable on a certain day. Hover over the flag in the top right corner of the cell to see availability details
Copy last week's schedule over by clicking the paper icon in the top right corner
Add all relevant details to shifts
Indicate if it is a training shift by checking the box next to "In training"
Add shift notes, which you can make visible to employees by selecting "Display notes to employees" [optional]
Review the employee total hours and comp on in the far left column
Review daily total hours and scheduled labor versus budget in the header
Click 'Publish' to send your finalized schedule to the app
Click the envelope icon to email the schedule to your team
If needed, print or clear your schedule by clicking the shortcut icons in the top right
Using the Scheduler:
See our Scheduler FAQ for general questions regarding the module: