Change a schedule for a specific date
Assign a regular workday schedule or rest day for one employee on a selected date.
This training manual provides a step by step guide on how to assign a schedule to a specific employee for a selected date using the HRIS + Payroll system. This process helps ensure accurate daily scheduling and allows quick updates when changes are needed.
Purpose
To help users:
- Assign schedules for a specific date
- Update employee schedules quickly
- Ensure accurate daily attendance tracking
- Handle schedule changes without affecting the full weekly setup
Prerequisites
Before proceeding, ensure you have:
- Access to the HRIS + Payroll system
- Permission to manage schedules
- Existing schedule templates in the system
- Employees with assigned shift schedule type
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 and Date
Search the employee in the table. Click the box aligned with the employee’s name and the specific date you want to assign a schedule to.
Step 3: Assign a Regular Working Day Schedule
After clicking the selected schedule cell, a pop up window will appear displaying the employee information and the selected date. Under Select Day Type, select Regular Working Day. Then, choose the desired schedule from the list provided. You may also use the Search Schedule field to quickly locate a specific schedule. Once a schedule is selected, it will be assigned as the employee's working schedule for the selected date.
Step 4: Assign a Rest Day
To assign a rest day, select Rest Day under Select Day Type. The system will automatically mark the selected date as a Rest Day with no schedule assigned.
If the employee is required to work on the assigned rest day, enable the Employee will work on this rest day (Override) option. The Select Schedule Override section will then appear, allowing you to select the appropriate work schedule from the list provided or by using the Search Schedule field.
Step 5: Save the Schedule
After assigning either a Regular Working Day schedule or a Rest Day, click the Save button to apply the changes.
Expected result
- Schedule is applied to the selected employee and date
- Changes reflect in the schedule table after refresh
- Daily schedule updates do not affect other dates
- Attendance aligns with the updated schedule
Troubleshooting
- Schedule not saved
- Ensure a schedule is selected before clicking Save
- Changes not reflected
- Click Refresh to reload the table
- Employee not found in schedule dashboard
- Use search and confirm the correct employee's name
- Check if the employee is assigned to Shift Schedule type
- Incorrect schedule applied
- Reopen the date cell and update the correct schedule
Notes
- Schedule changes made using this feature apply only to the selected employee and selected date. Other scheduled dates will remain unchanged.
- When assigning a Regular Working Day, a schedule must be selected before saving.
- Selecting Rest Day will save the selected date as a rest day without an assigned work schedule, unless the Employee will work on this rest day (Override) option is enabled.
- If Employee will work on this rest day (Override) is enabled, a schedule must be selected under Select Schedule Override before saving.
- If the newly assigned schedule is not immediately visible in the Schedule table, click Refresh to display the latest schedule information.
- Ensure that the required schedule templates have already been created before assigning schedules to employees.