Scheduling

How do I set up a schedule for my employees?

How do my employees see their schedule?

How do I create a one-time scheduled shift?

How do I create a recurring scheduled shift?

How far out do the recurring schedules show?

How do I set up notifications for Late in / early out alerts?

How do I cover a missed shift? (Call-offs / No-shows / etc...)

Schedule Prerequisites

Before setting up your first schedule, there are a few requirements:

• You need at least one location set up
  • How do I set up a location?
• Employees need to be marked as trained on the location
  • How do I Train an Employee on a location?

How to Create a Schedule

As you create schedules for your employees to work at your different locations, the Manage Schedule page under the Customers menu will begin to populate. It can be filtered by all the drop-downs at the top of the page. Use the filters to narrow down the specific information you need. Read below for instructions on creating schedules.

One-Time Schedule

1. Go to Customers > Manage Schedule
2. Click the Add Schedule button at the top right
3. Fill out the form completely. Below are some special notes on different fields:
   • Employee - Select one or more employees to participate in this scheduled event. Keep using the drop-down to add more employees as needed.
   • Late in/ early out alerts - These notify the email addresses set up under a location's Timekeeper emails. Find detailed instructions at this link.
4. Click the Save button

Recurring Schedule

1. Go to Customers > Manage Schedule
2. Go to the Recurring tab
3. Click the Add Recurring Schedule button at the top right
4. Fill out the form completely. Below are some special notes on different fields:
   • Employee - Select one or more employees to participate in this scheduled event. Keep using the drop-down to add more employees as needed.
   • Late in/ early out alerts - These notify the email addresses set up under a location's Timekeeper emails. Find detailed instructions at this link.
5. Recurring Settings
   
   • Here, you may choose to set the days of the week, how often the shift should occur, and how long the schedule will apply. If you do not wish to set an end date, use the "No End Date" checkbox
6. Click the Save button

How far out?

Recurring schedules in JM Connect will show 45 days into the future, and continue to populate on their own if there is not a set end date.

Recurring report

The final tab on the Customers > Manage Schedule page is the Recurring Report. It can be exported using the Export to Excel button.

Set Up Late in / Early out alerts

Alerts for Late in / Early Out are emails that get sent out to notify you if an employee is missing part of their shift. Here is how to set up an alert email.

Go to Customer > Manage locations > Choose a location and click the Edit pencil. (This setting may be different for each location.)

On the general tab at the bottom right, there is a section labeled Timekeeper information. The two email address boxes labeled Timekeeper Email Alert Address and Timekeeper Email Alert CCAddress are where the email notifications will be sent when someone triggers the late in/ early out parameters.

The Employee Schedule View

If employees are using JM Connect, they can view their schedule right on the JM Connect app. Simply have them log into JM Connect and select "My Schedule" to browse.

The schedules update overnight, so if recent changes have not appeared yet, they will be there tomorrow.

Replacing an employee for a missed shift

If an employee calls off or misses a shift, you have a few options: Have another employee clock in at that location to cover that shift, - OR - a manager can swap the employee out of the schedule manually.

Requirement for Replacing someone on a shift
The replacement employee must be marked as trained at that location. Click here for how to mark an employee as trained on a location.

Option 1: Have a replacement clock in to cover the shift

Make sure the replacement employee is trained on the location they're covering (see requirement above) and have them go clock in and run the shift.

Option 2 (on JM Website): Document shift change

1. Go to Customers > Manage Schedule
2. Use the filters to find the appropriate shift
3. click the edit pencil
4. Use the red X button to delete the employee selected
5. Use the Employee dropdown to re-add the new employee and any other employees that are on this shift
6. Click Save

 Option 2 (on JM Connect App): Document shift change

1. In the JM Connect app, click the Manage Schedule icon
2. Swipe left and click edit pencil
3. Add the employee that will be subbing
4. Delete the employees to remove the originally scheduled employee
5. Add the employee that will be subbing again
6. Select the Update button