By default, your ClockIt: Easy Schedule Creator duty roster is displayed with three headers:
In the first, the year and the month are shown, in the second the week number and in the third the day number.
In the settings (Menu > Options > Settings) at the Schedule Look > Display Options, you can modify the number of headers to show, as well as the information to display :
With this option, some predefined variables are available, and identified with a %, but you can add custom text as well.
Following variables can be used:
Day
%j : Day of the month without leading zeros.1 to 31
%d : Day of the month, 2 digits with leading zeros. 01 to 31
%D : A textual representation of a day, three letters. Mon through Sun
%L : A full textual representation of the day of the week. Sunday through Saturday
Month
%n : Numeric representation, without leading zeros. 1 to 12
%m : Numeric representation, with leading zeros. 01 to 12
%M : A short textual representation, three letters. Jan through Dec
%F : A full textual representation of a month. January through December
Year
%y : A two digit representation of a year eg 08
%Y : A full numeric representation of a year, 4 digits. eg 2008
A special variable is /n which is used to display the date information on different lines.
For example
the value %D %j /n %M /n %Y will display following information:
Sun 1 Jan 2008
the value %j %M %y will display following information:
1 Jan 08
You can select a predefined format from the list, or you can add your own display format by combining the given variables with your custom text.
A shift example:
- from 0830 to 1015
- 15 minute paid break
- 1030 to 1200
- 1 hour unpaid break
- 1300 to 1530
First, go to the setup menu and enter all data for your new shift:
Because we have to define shift ranges up to a quarter, we'll have to adjust
the timeline interval. To do this, click with our right mouse button on the
timeline, and select a time interval of 15 minutes:
Now you can setup your shift range:
From 0830 to 1015: Click at the 0830 mark and drag your
mouse pointer to the 1015 mark and press the ins button (on
your keyboard):
You'll notice the "worked hours" are instantly updated.
A 15 minutes paid break:
A paid break has to be defined the same way as a normal shift item. Select
the time range for this break and press the ins button to add
it:
The 1030 to 1200 range:
This is done the same way as above. But because this shift item is based upon
half an hour, you could set your interval to 30 minutes before inserting this
item.
One hour unpaid break:
Because it's an unpaid break, you may not define this shift item, simply leave
it blanc.
The 1300 to 1530 range:
Again, the same as above, but this shift will also show the employee
is not scheduled for the 1200 to 1300 range:
Note: the view above is created with a 30 minute time interval.
Because of this, shift items that 'overlap' within this interval are shown on
two or more lines (as viewed above)
Some Tips & Tricks:
Changing the shift item range:
- Or select the side of it: and adjust its length
- Or double click the item and adjust its range in the displayed menu:
Get the 'real' item range without changing the time interval:
- You can double click it to see the window shown above
- You can move your mouse over it to display the help info:
To add a shift that passes midnight, you have to perform the same action as when adding a day shift.
The only thing that's different is that you'll have to create two "shift items" one with the time before midnight,
the other with the time after midnight. We've created some screenshots to explain this for a shift from 21:30 to 05:30 :
1. Because this shift uses half hours, you'll first have to set the time line to display half hours: right click on the time line and choose for '30 minutes'.
2. Next, select the part from midnight to 05h30 and press the ins-button.
To indicate this shift part is scheduled on the next day, right click on this item and choose "Mark as calculate on next day"
After doing so, this shift part will have a red border (instead of the standard blue one).
The shift time of items marked as "calculate on next day" will be taken into account when determining the availability of your employees when assigning this shift, and also for calculating the worked time on a given day.
3. Finally, select the part from 21H30 'till midnight and press the ins-button.
To assign multiple shifts to the same employee on the same day, you have to enable 'departments'. This is done by selecting "Options > Show Info Column" in the menu.
After selecting this option, you'll see an additional column:
Click on a cell to add your department info, enter the text and press enter (or click somewhere else to save)
To add a new "shift line" for this employee, right click on the "infocol" and choose "Add shift line":
Now you can assign two shifts for this employee on the same day. If you need to add more departments, simply repeat this procedure.
To remove a shift line, simply right click on the infocol and choose "Delete Shift Line".
To remove the InfoCol, make sure each employee is only listed once (thus without departments), next click on the menu Option > Remove InfoCol
