One of the worst phone calls or texts you can receive is from an angry client whose building wasn't serviced by your remote employees. You can prevent that from happening. Instead of an angry phone call, get an email alert from us notifying you that your employee hasn't clocked in. You'll have time to cover the job, and your client will always be happy.
Video On How to Create Schedules for No-show Alerts
How to Create Schedules (A Written Guide)
Step 1: Creating Your First Schedule
Access Schedule Manager
Click Scheduling in the main menu navigation
Select Schedule Manager from the dropdown options
Choose your preferred view:
Job View: Best for most situations. Start by selecting a location, then assign employees to that location's schedules. Ideal for businesses managing multiple sites.
Employee View: Start by selecting a worker, then assign their location. Better for businesses with fixed staff but variable locations.
Pro Tip: Job View is typically more efficient as most schedules are organized around locations rather than specific employees.
Select Your Job
Click on the desired job from your list of active locations
The calendar will display the current work week automatically
Important: You'll need to scroll down to see different hours of the day since the default view starts at midnight
Look for white boxes in the calendar - these indicate available slots where you can schedule shifts
The top of the screen shows total scheduled hours for quick reference
Add a New Shift
Double-click on any future date in the calendar (Note: The system prevents scheduling in the past for accuracy)
Alternatively, use the "Add Shift" button for more control over the initial settings
The Shift Editor window will open with your default settings pre-populated
Pro Tip: Double-clicking is faster, but the Add Shift button gives you more initial options
Configure Basic Shift Details
Start time: Set when the shift begins. This affects when alerts will trigger and when the system starts looking for clock-ins
Shift duration: This represents your budget hours, not a strict clock-in window Example: A 4-hour duration means you're budgeting 4 hours for the work, not limiting clock-ins to a 4-hour window
Choose employee assignment type:
Specific employee: All alerts and reports will use this person's name. Best when you know exactly who should work
"Any Employee": Alerts will show "Any Employee did not clock in." Useful if you have high turnover and the person changes often, but not the shift.
Set Up Alert Configuration
No-show alerts go to the supervisor over the job. This is based on the zone that the job is in and the main supervisor assigned to the zone (at List Maintenance, Zones.) Each supervisor needs an alert destination created at Communications, Alert Set Up.
No-show alert time:
Be strategic and set alerts for when you need them. Do you want alerts every time an employee is 10 minutes late? Or would you rather set a custom alert threshold, like getting notified by a certain time, so you can avoid constant interruption and still have time to act if needed?
Example: a 6-7pm schedule. Set a 180-minute custom alert to inform you if someone doesn't clock in by 9pm.
If the employee clocks into the job within 9 hours of the scheduled in time (after the no-show alert has been sent), the system will send a subsequent alert to notify the Job Zone Supervisor that the employee has checked in.
Late clock-out alerts:
Optional feature for overtime control
Triggers if employee remains clocked in after scheduled end time
Example: Set 15-minute late alert for 4:00 PM end time - supervisor notified at 4:15 if the employee is still on clock.
Note: The late clock-out alert is based on the scheduled clock-out time and not the duration.
Configure Recurrence
Daily: Same shift every day. Can be set to every day or every weekday
Weekly: Select specific days
Hourly, Monthly, and Yearly are also available.
Set the shift frequency for any recurrence option.
Set schedule end parameters:
Number of occurrences: "Repeat this schedule 12 times"
Specific end date: "Continue until December 31st"
Ongoing: Schedule continues until manually stopped
Step 2: Managing Schedule Views
Calendar View Features
Primary scheduling interface showing:
Color-coded employee assignments (each person gets unique color)
Circular icons indicating recurring schedules
Red outlines highlighting scheduling conflicts
Current vs. scheduled hours at the top of the screen
Choose between Day, Week, Month, Bi-weekly, and Agenda view options. When viewing All Employees and All Jobs, the Agenda view is most practical.
List View Capabilities
Best for detailed schedule monitoring
Shows comprehensive information:
Missed schedules with alert history
Late clock-ins with actual times
Supervisor notifications sent
Comparison of scheduled vs. actual times
Advanced features:
Sort any column to analyze patterns
Filter by date range for reporting
Double-click entries to make quick edits
Example usage:
Sort by alert time to identify problematic shifts
Group by employee to track individual performance
Filter date range for payroll verification
Step 3: Reports and Views
Weekly Schedule Reports
Accessing reports:
Path: Reports > Schedules
Three main report types:
Weekly Schedule by Job: "Downtown Office Week of 11/30/2024"
Weekly Schedule by Employee: "John Smith Schedule 11/30-12/6"
Weekly Schedule: "Complete Schedule Week of 11/30"
Customization options:
Content filters:
Use dropdown filters for employees and jobs
Daily Schedule
Accessing exports:
Path: Daily Schedule
Change the date range and refresh
Great screen to review each morning. Click the scheduled column a couple of times to pull all schedules to the top, check for late alerts sent, and see if the actual column is empty, indicating a no-show.)
Export to Excel for in-depth sorting and analysis.
Column Headers
Click to sort by:
Job (customer/location)
Employee
Scheduled
Actual
Difference (between scheduled and actual)
Quick visual status check showing:
White fields: Upcoming schedules
Green highlights: Successfully matched shifts
Red exclamation marks: Missed schedules
Interactive features:
Hover over any entry for full details
Easy identification of coverage gaps
Practical applications:
Morning review of overnight shifts
Quick check of current day's coverage
Verification of schedule matches
4. Job Actual vs. Schedule Report
Detailed reports by job:
Compares scheduled vs. actual hours on a daily and weekly basis
Grand totals for all jobs included
Customizable view:
Filter data by specific jobs for precise insights
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