Generate shift default schedules
Generate employee schedules from shift-based weekly schedule templates.
This training manual provides a step-by-step guide on how to generate a default schedule for employees using the HRIS + Payroll system. A default schedule is a pre-set work schedule that defines employees’ regular shifts, working days, and departmental assignments. Using a default schedule allows managers and HR staff to quickly assign the same set of shifts and working hours to multiple employees for a specific date range. This is especially helpful for organizations with regular, recurring schedules, such as weekly or monthly work patterns, because it eliminates the need to manually enter schedules for each employee every time.
Purpose
To help users:
- Create reusable schedule templates
- Assign schedules to multiple employees in bulk
- Reduce manual scheduling tasks
- Maintain consistent work schedules across teams
Prerequisites
Before proceeding, ensure you have:
- Access to the HRIS + Payroll system
- Permission to manage schedules and templates
- Existing shift schedules configured in the system
- Employees available for assignment
Step 1: Navigate to the Schedule Module
To begin generating a schedule, navigate to the HRIS + Payroll application.
Once inside the system, locate and click the Schedule module.
Step 2: Access Schedule Settings
Click Schedule Settings located at the upper-right corner of the screen.
Inside Schedule Settings, go to the Schedule Template section.
Step 3: Create a Schedule Template
Click the Add+ button at the top of the Shift Schedule Templates section.
Enter a name for the new schedule template (e.g., “Default Schedule” or “Morning Shift”, “Operation Department Schedule”). Once the template name is saved, configure the weekly schedule. For each day of the week, click the No Schedule button under that day to set the shift.
Select the desired schedule from the available options. After configuring all days of the week, click the Update button to save the schedule template.
Repeat this process for all seven days to complete the weekly schedule. After configuring all days of the week, click the Update button to save the schedule template.
Step 4: Add Employees to the Template
Click + Add Record to assign employees to the created schedule template.
Select the employees by checking the box next to their names.
To select all employees, first adjust the page limit dropdown to 100 so the maximum number of employees is displayed.
Next, click the top checkbox in the first column of the employee table to select all employees shown on the page.
After selecting the employees, click the Add Employee button to save your selection.
Tip: If your system supports multiple pages, only the employees visible on the current page (up to 100) will be selected. You may need to repeat process for additional pages if there are more employees.
Step 5: Generate a Default Schedule
Go back to the Schedule tab by clicking on the Schedule module.
In the Schedule Tab, click Generate Default Schedule at the upper-right corner of the schedule screen.
In the pop-up window, select Template if you want to apply a default schedule to a specific employee, or generate schedules using the templates you have already set up.
To generate a schedule for a specific employee:
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Fill out the form by selecting the employee.
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Specify the start date and end date for the schedule you want to assign to the employee.
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Use Other Options to generate schedules based on a time offset. Enter the number of days, weeks, or months from the current date to apply the schedule.
To generate a schedule template:
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Fill out the form by selecting the schedule template.
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Specify the start date and end date for the schedule you want to assign to the employee.
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Use Other Options to generate schedules based on a time offset. Enter the number of days, weeks, or months from the current date to apply the schedule. After filling out the required fields, click Generate. Wait for the process to finish.
Important Note: Do not update or change any schedules while a schedule generation is in progress.
Expected result
- Schedule template is created successfully
- Employees are assigned to the template
- Default schedule is generated for the selected date range
- Schedules reflect correctly in the schedule table
Troubleshooting
- Template not saving
- Ensure all days have assigned schedules
- Employees not included
- Confirm employees are selected before saving
- Schedule not generated
- Check if template and date range are selected
- Missing schedules in table
- Refresh the page after generation
Notes
- Use templates for recurring schedules
- Review template before generating schedules
- Ensure correct date range before clicking Generate
- Do not update or change any schedules while a schedule generation is in progress