Introduction
Schedule Patterns are a feature within Empeon's Time and Attendance system used to establish the general weekly or bi-weekly schedule that an employee has. For Company Schedule Patterns that have been set up, they are available to be assigned to employees within their Employee Profile.
Within the Employee Profile, there is also the option to create a Custom Schedule Pattern tailored specifically to the individual employee. This process is similar to creating a Company Schedule Pattern, but it is managed directly in the Employee Profile and can only be viewed and maintained there. The Custom Schedule Pattern will not appear in the list of available company-level Schedule Patterns.
To assign a Schedule Pattern, whether it is a Company Schedule Pattern or a custom one, navigate to the Employee Profile of the employee to whom the Schedule Pattern should be assigned and select the Attendance section.
In the Attendance section of the Employee Profile, there is a dedicated area for Schedule Patterns, where a Schedule Pattern can be assigned. Simply click on the blue 'plus' sign in the top right corner or click the grey bar that says + Add Schedule Pattern". There will be two options available when adding a Schedule Pattern: Add Company Pattern and Add Custom Pattern.
Assigning Company Schedule Patterns
When adding a Company Schedule Pattern, there will a dropdown of available Schedule Patterns to choose from. The options available within this dropdown menu are Schedule Patterns that have been set within the Scheduling Card, located in the Attendance section.
After selecting the appropriate Schedule Pattern, the associated schedule will be displayed, but it will be greyed out for viewing purposes only. Click "Save" to add the Schedule Pattern to the Employee's Profile.
Assigning Custom Schedule Patterns
Adding a Custom Schedule Pattern will offer the ability to create the Schedule Pattern directly within the Employee's Profile. Establishing the Start and End times for the schedule is as simple as typing into the appropriate box and entering the time. Utilize the 'gear' icon to set up a bi-weekly schedule if needed.
Custom Schedule Patterns offer more customization since they are set up for individual employees. The caveat to Custom Schedule Patterns is that they can only be viewed and maintained within the Employee Profile.
Click "Save" to add the Schedule Pattern to the Employee's Profile.
Employee Profile - Schedule
To view the employee's schedule once a Schedule Pattern has been assigned, select the "Schedule" button within the Attendance section of their Employee Profile.
The employee's schedule will default to the monthly view of the schedule however there are filters in the upper right where the schedule can be viewed by day, week or current work week. For each assigned shift, there is a three-dot menu where a Call Out can be recorded if needed. In order for a Call Out to be recorded, there needs to be Callout Reasons set up on the company-level first. These are simply codes that reflect the reason for why the employee has to miss their assigned shift on short notice.
Schedule Call Outs
When there are Callout Reasons that are set up, they will be available for selection upon initiating a Call Out for an assigned shift.
Simply select the appropriate Callout Reason and click "Save". This will then update the employee's time card to reflect that the employee called out sick.
However, please note that no PTO, such as "Sick Pay" will be applied automatically to time card. If PTO needs to be applied for the called-out shift, a manual time-off request within the employee's time card will need to be handled. For more instructions on how to do this, please reference Empeon's article Time Card Review.