How to Create a Schedule

Last Updated: Aug 17, 2015 12:18PM EDT
Creating and assigning different schedules for your employees is easy to do within FingerCheck. Follow along with our step-by-step tutorial which will take you through each phase of creating a schedule with explanations of all the options you'll encounter along the way:
 
  • ​Log onto your FingerCheck account, click on the “Setup” tab, and from the drop down menu on the top left of the page, select “Policies Menu.”
  • Click on "Schedule Policies," then click on the yellow "Add" button to create a schedule.
  • After clicking on "Add," you will be brought to the "Schedule Policy" window where you will begin building your schedule. To start, enter a brief label where it says "Code" and type a description of your schedule where it says "Description."
  • If you have an exception policy, you can make a rule that your employees can be late and/or early by a set number of minutes and allow them to clock in without triggering an exception where it says "In Early Grace Period" and "In Late Grace Period." If you are more flexible about what constitutes an exception, this rule can help you offer your employees leniency and prevent you from receiving notices on minor clock-in infractions. For instance, if your employees are scheduled to come in at 9 AM, but you want them to be able to punch in five minutes early or five minutes late without triggering an exception, you would enter 5. This means your employees will be able to punch in anywhere from 8:55 AM to 9:05 AM without raising an exception.
  • By "Out Early Grace Period" and "Out Late Grace Period," the same logic applies. Enter the number of minutes employees on this schedule can punch out before or after the scheduled "Out" time without triggering an exception ). Once you're done, click "Save" and then the "Add" button.
  • Now moving onto "Schedule Rules," you'll see that for your convenience, you have default rules already set up from 9 AM to 5 PM from Sunday to Saturday. To customize these rules, you can delete any days that aren't applicable by clicking "Delete," and adjust the hours by clicking "Edit." ​"Edit" will pull up an "Add Rule Schedule" window that also allows you to apply specific rules to each day of your schedule. After you make your schedule rules for one day, you can copy those rules to the other days (which will save you time). You can also click on the gray "Add" button to be directed to the same window and add a new day to your schedule using a drop down menu. 
 
  • Leave the "Schedule Week Day" as is if you clicked "Edit." Otherwise, select the day you want to add from the drop down menu.
  • Where it says "Week Number," enter "1" if the schedule you are creating is a set schedule. Only in the case that you are creating a rotating schedule would you ever need to type a number other than 1 in this field. In order to accommodate for constantly shifting schedules, you would need to create multiple rules outlining which schedules would apply to which weeks. So if the first week your employees work 9 AM to 5 PM, and the second week they work from 10 AM to 6 PM, you would enter "1" for the first week and "2" for the second, and so on and so forth.
  • Where it says "Start Time" enter the start time of the schedule and where it says "End Time" enter the end time of the schedule.
  • If you would like for your employees to have strict in and out times you can enable a form of punch rounding that will adjust your employees' punch times. Tick the "Strict In" and "Strict Out" boxes, then focus your attention on the four above fields. For the "In Start Minute Window" field, type the number of minutes ahead of the start time they can punch in at and have their in punch be rounded to the right time. For the "In End Minute Window" field, type the number of minutes after the start time they can punch in at and have their in punch be rounded to the right time. So for instance, if you want punch times from 8:50 to 9:00 AM to be rounded to 9:00 AM, you would write "10" for the "Start Minute Window." If you want punch times between 9 AM and 9:10 AM to be rounded back to 9, enter "10" for the "End Minute Window."  The "Out Start Minute Window" field and "Out End Minute Window" field refer to the same concepts. Simply type the number of minutes before and after the desired out punch time that will automatically be rounded to the right time. 
  • Where it says "Master Profile" you can select a master profile from the drop down menu to override if your employees have pre-existing schedules within their assigned Master Profile.
  • Where it says "Auto Add Hours" you can enter a number of hours to automatically generate the amount of hours without having your employees clock in. Click here to learn how to automatically add hours.
  • Where it says "Start Date" choose the date you want the schedule to start from. Where it says "End Date" choose the end date (you can pick a far-off year so you will not have to be bothered with maintaining the schedule).
  • For "Division Earning" you can choose which division earning to apply to the hours worked under this schedule. 
  • To finish, click "Copy" to copy these specifications to all the days within your schedule. If you click "Copy," you do not need to click "Apply." If you don't copy, you will need to click "Apply."
  • Now to assign the schedule, go to the "Setup" tab and from the drop down menu on the left select "System Menu."
  • Click on "Master Profiles" and then click into the "Master Profile" you would like to assign the schedule to.
  • Tick "Use Schedule" and select the schedule you just created from the "Schedule Policy" drop down menu. Then click "Save."
  • Now all the employees who have that master profile assigned to them will be given this schedule. If you’d like to see your schedule in calendar format you have the option of navigating over to the "Scheduled" tab and generating your schedule by clicking on the "Generate" button. Simply fill out the pop-up window that appears with the employees you would like to view, the date range, and the schedule policy. Then click on "OK."
  • This will generate the schedule for your viewing purposes. You can easily create as many schedules as you want and assign them to all your employees so that your staff operates on the correct schedules you need using FingerCheck. 

You have now mastered how to create and view a schedule using FingerCheck! 

To learn more about our cost effective and user-friendly cloud-based time and attendance software, check out our website at FingerCheck.com. Interested in our services? Sign up for a 30-day free trial and get started with FingerCheck today.
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