Create schedules for employees and sub-contractors using JM's scheduling feature. JM's next update will allow you to create Team schedules, Open schedules, and add Fixed Rates to your schedules. Additional features like Auto Clock-Out and Late In/Early Out Alerts help ensure that employees are not racking up long hours by forgetting to clock out, and notifying managers if they arrive late or leave early.
Navigate to the Customers tab and make your way down to Manage Schedule. Here you will find two sub-tabs, Schedule, and Recurring.
- Create new schedules here if they are going to be one-time schedules that do not repeat. Repetitive schedules should be added under the Recurring tab to the right.
- The Schedule tab allows you to add individual, one-time schedules and edit existing schedules.
- Schedules created as one-time schedules, and individual shifts that populate from recurring models will appear here.
- Schedules created here can be saved as Drafts until you're ready to publish.
- Once a shift is published, the assigned employee will get a notification in the bell icon in JM Connect that they have a new schedule!
- Any edits made to published schedules will also send a notification to the employee on JM Connect that their existing schedule has been edited.
- From the list on this tab, you can see which shifts are Published, Open, Team, and Fixed Rate schedules
- Create new schedule models in the Recurring tab if the shift is going to be repetitive.
- The schedule models added to the Recurring tab will publish individual, one-time schedules in the Schedule tab with each date and time the schedule is set to recur
- The Start Date of the recurring model determines what date the scheduled shifts will begin populating in the Schedule tab.
- The dates of the scheduled shifts will be based on the frequency from the Start Date and the days of the week selected.
Before setting up your first schedule, there are a few requirements:
- You need at least one location set up
- Employees need to be marked as trained on the location
- Job Classifications have to be entered and assigned to employees
Customer and Location
Select the Customer and Location to create the schedule. The employee settings below are dependent on which employees are Trained on the location of the schedule.
Each employee has to have at least one job class assigned. When creating schedules, you will be asked to choose the job class related to the work the employee will be completing at this shift. Each employee added to the shift can have a different job class applied.
The job class will be present on the shift under My Schedule in JM Connect so the employee knows which job class they should use when clocking in for that shift.
If there is no employee assigned to this schedule yet, use the Open Schedule checkbox. You will be required to select a job class.
The employee who will be taking the shift can swipe the schedule left and claim it.
*Only individual schedules can be Open schedules. Recurring models can not be set to Open schedules.
**Open schedules cannot also be Team Schedules.
Only employees who are marked Trained in the selected location will appear in the Employee drop-down for selection. If no employees are listed here, follow the instructions in the link above, and then return to Manage Schedule.
Select multiple employees by using the Employee drop-down repetitively until all employees relevant to this shift have been added. Selecting multiple employees will create individual copies of this shift for each employee. This enables each employee to see the schedule under My Schedule in the app.
The job class for each employee can be different or the same.
Click the Team Schedule checkbox if you want the schedules for each employee to be linked.
If multiple employees are added to a Team schedule, the Team Schedule option allows edits to be applied to each employee's individual copy of the shift when one copy is edited. This prevents having to locate and edit the individual copies of each shift for each employee.
Do you have multiple employees clocking into a location together at the same time? If any of your employees do not have access to a smart device to clock in with JM Connect, they will most likely be using the phone-in method for timekeeping. We can enable a special 'Pass the Phone' option if multiple employees use this option, so each employee does not have to call into the prompt separately. Just click the red 'Help' icon at the bottom right of JM or any JM Help Desk article and send us a message!
*A Team Schedule cannot also be an Open Schedule.
New to JM scheduling! If you will be paying a fixed rate for work that will be completed at this shift, use the Fixed Rate checkbox to specify the amount that should appear on payroll reports when the shift has been completed. This is an alternative option to paying hourly for this scheduled work.
Use the Start Time and End Time fields to specify the date and time of the start and end of the shift. Some shifts may cross into the next day if employees are working overnight. Use the End Time date field to specify if the shift ends past midnight on the next day.
Late In/Early Out Alerts
Late In and Early Out alert settings enable Manager user types who are Trained on the location of the schedule to be alerted on JM Connect when an employee has clocked in late, left early, or missed their shift. These alerts appear for Managers in the Alerts icon in JM Connect.
Choose the alert threshold for each alert type by selecting one of the prefilled times, or select the Custom radio button and enter your own number of minutes in the text box that appears to the right.
Uncheck the alert boxes if you do not want Managers to receive alerts for this schedule.
The Auto Clock-Out setting helps prevent employees from racking up long hours if they forget to clock out after their shift. This setting will automatically clock the employee out after they have been clocked in for the designated number of hours.
If you do not want to enable Auto Clock-Out for the schedule, Disable is selected in the drop-down by default, and you do not need to turn it on.
If you would like to enable Auto Clock-Out for this schedule, select the Auto Clock-Out drop-down and select Enable. In the text box that appears to the right, enter the max number of hours the employee can be clocked in before the system auto-clocks them out. (This is your preference. It can be the exact length of the shift, or it could include an additional hour to give the employee some padding.)
When an employee is clocked out by this setting, the Clock In/Clock Out Report will show a Pending time punch with "Auto clock-out" in the 'Remarks' column. There will be a red error in the 'Geo Fence' column that says "No Geo Location Found" because the employee's phone was not used to clock out. The Source column will notify you that the 'Web' is the source of the clock out.
Drafts vs Published Schedules
New to JM scheduling is the introduction of Draft schedules. When creating an individual schedule, you can choose to Publish or save as a Draft. Draft schedules will show in the Schedule tab and the Actions column will include a Publish button.
Select one or multiple shifts from the list, or use the checkbox at the top left of the list to select all, and click Publish Schedule to publish all schedules to the My Schedule icon for employees on JM Connect.
View all Unpublished shifts by selecting the Publish Pending checkbox at the top of the page and click the Refresh button
*Individual schedules that populate based on a Recurring model are automatically Published to JM Connect.
Recurring Schedule Settings
The Start Date tells the system what date this Recurring schedule model should start populating shifts to the Schedule tab.
End Date vs No End Date
If the recurring schedule will only be repetitive for a certain period of time, use the End Date field to tell the system when to stop populating individual shifts to the Schedule tab and My Schedule for the employee on JM Connect.
If the shift is going to repeat indefinitely, select the No End Date checkbox. JM will populate individual schedules out 45 days in advance. If No End Date is selected, each day it will continue to populate new schedules 45 days out every day.
The frequency is automatically set to weekly and repeating every 1 week. Use the arrows or type in the desired number of weeks apart the individual schedules should populate. The recurring frequency recurs based on the Start Date of the schedule, not the date used in the Start Time.
Recurring Days of the week
Choose one or multiple days of the week the schedules should populate shifts on. The frequency and days of the week together determine which dates the individual shifts will populate in the Schedule tab and for the employee in My Schedule on JM Connect.
The final tab on the Customers > Manage Schedule page is the Recurring Report. It details all recurring schedules created and shows which days of the week the schedule applies to. You can filter by location or employee.
This report can be exported using the Export to Excel button.
For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.