Create a shift-based weekly schedule
Set up and copy a weekly schedule template for employees working fixed shifts.
This training manual provides a step-by-step guide on how to add a weekly schedule for employees and quickly duplicate it to the following week using the HRIS + Payroll system. This feature helps reduce manual scheduling by allowing users to quickly duplicate an employee’s weekly schedule, ensuring consistency and saving time during schedule preparation.
Purpose
To help users:
- Create weekly schedules for employees
- Assign schedules efficiently
- Copy schedules to the next week to save time
- Maintain consistency in employee scheduling
Prerequisites
Before proceeding, ensure you have:
- Access to the HRIS + Payroll system
- Permission to manage employee schedules
- Existing schedule templates configured in the system
- Employees already assigned to schedule type - shift schedule
Step 1: Navigate to the Schedule Module
To begin copying a schedule, navigate to the HRIS + Payroll application.
Once inside the system, locate and click the Schedule module.
In Schedule tab, a calendar-style table will appear, displaying the schedules of employees. This table allows you to view and manage employee schedules for the selected week.
Step 2: Select the Employee
From the schedule table, locate the employee whose schedule you want to copy to the next week. Select the employee by checking the corresponding checkbox.
Step 3: Adding of Schedule
After selecting the employee, click the Add Weekly Schedule button located at the top of the schedule table.
To assign a schedule for the whole week, click the + Add button under the specific day you want to update. Once the schedule fields appear, select the desired schedule from the Select Schedule dropdown. If the employee is required to report for work on their designated rest day, tick the Is Restday With Schedule? checkbox. This indicates that although the day is tagged as a rest day, the employee is still assigned a work schedule.
After completing the required details, click the Save button to apply the schedule for that day. Repeat the same process for the remaining days until the employee’s weekly schedule is fully completed.
Step 4: Assigning of Weekly Schedule Created to Employees
After creating the weekly schedule, select the employee or employees to whom the schedule will be assigned by checking the checkbox beside their names in the employee table. Once the employee or employees have been selected, click the Save Weekly Schedule dropdown button. From the available options, choose whether to save the weekly schedule for the selected employees or apply it to all employees under the same department.
Step 5: Copy the Schedule to the Next Week
First, select the employees by clicking the checkboxes next to their names, then click the Copy to Next Week Schedule button located at the top of the schedule table.
Once clicked, the system will automatically copy the selected employee’s current weekly schedule and apply it to the next week. This eliminates the need to manually re-enter the same schedule details.
Expected result
- Weekly schedule is successfully created
- Selected employees are assigned to the schedule
- Schedule is copied to the next week without errors
- No need to re-enter the same schedule manually
Troubleshooting
- Employee not included in schedule
- If you added a schedule, confirm the employee is selected before saving
- If the employee does not appear in the schedule dashboard, check the schedule type. Ensure the employee is assigned to Shift Schedule
- Copy to next week not applied
- Ensure employee checkbox is selected
- Refresh the page and try again
- Incorrect schedule applied
- Review selected schedule before saving
- Update and re-save the correct schedule
Notes
- Always review schedules before copying to the next week
- Ensure schedule templates are correctly configured
- Use bulk selection to assign schedules faster
- Keep schedules updated to avoid attendance issues