Create an ad hoc deviation

Start from: The Compliance local overview.

Navigate to Daily Schedule.
Select the Checklists view at the top of the screen.
Select the + Open deviation button.
- On desktop, the button appears at the top of the checklist.

On mobile, the option is available from the checklist action menu (three dots).

Complete the required fields to describe the deviation:
- Describe what needs to be fixed*: give a short, clear name for the issue.
- Where shall the deviation be shown?*: Select the Area/Checklist where you want the deviation to appear.
- Deviation type*: Describe what type of deviation is this.
- Describe the deviation: explain what happened and how it was identified.
- Responsible user: assign who will handle the deviation.
- Due date: specify when the corrective action should be completed.
- Occurred date: specify when the deviation happened.
- Add an attachment: upload a file or picture to add more relevant information to the reported deviation.
Select Save to create and publish the deviation.

The deviation will now appear in the selected checklist and can be managed like any other compliance deviation; tracked, resolved, and closed once the corrective action has been completed. To know more about how to respond to deviations, see Respond to deviation reports.

Define mark-ups to apply by period

Start from: The Easilys menu.

Contact your customer success manager to find out more about this feature.

Select the Products > Price schedule tabs.
Select a price schedule.
Go to the "Mark-up" tab.
Select the period on which you want to work.

The list of suppliers is displayed on the left of the screen and mark-up management on the right.

Select a supplier to apply a general mark-up and/or a mark-up by product family.
Select "Supplier | Product family" as the mark-up definition.
Define the general mark-up then a possible mark-up on a product family.
Select Validate.

Select the supplier again if you want to add another mark-up on another product family.
This time select "Product family" as the mark-up definition.

It is possible to select multiple suppliers: it will then be possible to define a general mark-up for all selected suppliers then to define mark-ups by product families and product sub-families.

Customize the shift scheduler view by date

Start from: The Workforce module.

Select Scheduling > Scheduler 2.0 from the main menu.

Configure the scheduler to access the main grid.

To configure, see Access the scheduler.

On the grid, you can see the date range currently being viewed.

To change the range or specific date:

View by specific time range

Select View.

Select the date range you want to view in the scheduler. It can be:
- Daily: Grid view for the selected day.
- Weekly: Grid view for the entire week of the selected day.
- Monthly: Grid view for the entire month of the selected day.
- Weekly - Full Period: Shows the entire selected period in a block, including the week of the start date and the week of the end date.
- Monthly - Full Period: Shows the entire selected period in a block, including the full month of the start date and the end date of the period.

Once the time range for the view is set, you can use the arrows on the sides of the date to navigate between the days, weeks, or months of the period.

View by specific date

Select the Go to button.

Select on the calendar the specific date you want to view.

Now you will see in the grid the specific date you have set with the preferred view; in this case, weekly:

Generate a schedule with optimization

Start from: The Workforce dashboard.

Conditions to use the optimization feature

To ensure compatibility with the GIR2 shift planner, optimization in the new scheduler follows specific conditions:

Available only in weekly view: Optimization applies to the currently selected week only.
Limited to a single business unit: Users cannot optimize shifts across multiple business units simultaneously.
Requires a complete week: If any days are missing, the optimizer cannot provide an optimal solution.
Uses the ASTE1 optimization engine, the same one used in GIR2.
Week status must be "Ongoing": Only weeks in this status can be optimized.
One optimization per business unit per user at a time: A user cannot launch another optimization for the same week and center until the previous one is completed. However, optimizations for different weeks or business units can run simultaneously.

Key configurations for best optimization results

To achieve the best possible outcomes, the following elements must be properly configured:

Business Unit Opening Hours

The system relies on well-defined opening hours to determine when the business is operational.
Ensures shifts are not scheduled outside business hours or in night-rate periods.

To know more, see Set up working hours.

Employee Contract Restrictions

Defines the number of workdays per week, contractual working hours, and whether variable or overtime hours can be used.
Considers scheduling restrictions for specific days.

To know more, see Set work restriction periods for an employee and Create new contracts.

Work Assignments

Ensures shifts align with staffing requirements, minimizing understaffing (which affects service quality) and overstaffing (which increases costs).

How to use optimization

Navigate to Scheduling > Scheduler 2.0.
Configure the following Parameters:
- Select the start date and end date.

Note: You must select a full week.

Select a Business Unit.

Note: You must select a single Business Unit.

Select Accept.

To know more about the Parameterization, see Access the scheduler.

Once in the grid, ensure you are in the Weekly view.

When these conditions are met, the Optimizer button becomes available in the upper-right corner.

Using the optimization panel

Selecting Optimizer opens a panel where users can configure their optimization settings.

Optimization method

Currently, the system supports Free Optimization, which automatically generates the best possible schedule based on existing data.

Configuration options

Users can customize the optimization process by selecting any combination of the following options:

Enable additional hours: Allows variable hours to be scheduled beyond fixed contractual hours.
Enable overtime: Permits scheduling overtime hours if necessary.
Respect fixed time off: Ensures employees’ contractual rest days are maintained.
Respect planned shifts: Keeps already scheduled shifts unchanged in the optimized result.
Prioritize peak-time staffing: Ensures experienced employees are scheduled during high-demand periods.
Assign shifts for all fixed hours: Ensures employees reach their fixed contractual hours, even if it results in a less optimized schedule.

Note: These settings can be used together without conflicts to refine the final schedule.

Processing and applying the optimized schedule

Once settings are confirmed, the optimization request is sent for processing. During this time:

No other optimizations can be launched for the same business unit, week, and user.
A Processing indicator appears on the Optimization button.
Users can continue working on other weeks, business units, or exit the scheduler.

Once complete, users receive a notification when they return to the same center and week, indicating that the solution is ready to apply.

Applying or discarding the optimized schedule

When optimization is complete, users have two choices:

Apply the optimized schedule: The new shift plan is immediately implemented.
Discard the optimized schedule: The solution is permanently removed (to recover it, a new optimization must be run).

If the applied schedule is unsatisfactory, users can:

Manually adjust shifts.
Delete the entire schedule and rerun optimization for a fresh plan.

Add or remove employees from a work center

Start from: The Workforce module.

Select Scheduling > Scheduler 2.0 from the main menu.??

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Parameterize the planner to be able to access the main grid.

To make the parameterization, see Access the scheduler.

Add employee

Once in the main grid, select the three dots button ••• in the header, above the list of employees.
Select Add Employee from the drop-down menu.

In the Add Employee pop-up window, you can use the various filtering fields to facilitate the employee search OR you can scroll down directly to the Employee box and search the drop-down for the employee you are adding.

Notes: The fields in the Add Employee window are not mandatory, they are only filtering levels to facilitate the search in the Employee field.

Remove employee

Employees added to the work center from other centers will appear in the grid as long as they have scheduled shifts for the period you are viewing. Otherwise, they will be automatically removed from the list.

For example, imagine that for the week of April 22-26, you need an employee from another business unit, so you add him to your schedule and assign shifts to him. If you later extend the period you are viewing from April 22 to May 15, this new employee will remain on your grid, as he has shifts at the center within the period you are managing.

But, if you change the period you want to manage to May 1 to May 15, if this employee has no shifts assigned during that period, he will be automatically removed from the grid.

This way of removing employees could change in the future, where employee deletion could be made a manual action by the user.

Configure clusters in the scheduler

Start from: The Workforce module.

Select Scheduling > Scheduler 2.0 from the main menu.

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Parameterize the scheduler to access the main grid OR close the parameterization window to access the tools directly.

To make the parameterization, see Access the scheduler.

Select the Configuration button.
Select Clusters from the drop-down menu.

Interfaz de usuario gráfica, Aplicación Descripción generada automáticamente In the Configure Clusters window, you can select filters or clusters already created to facilitate the creation of a new group or edit an existing group.

Create a new Cluster

Selects the filtration levels for a new group.
There is one default level, but you can select + Add level to further deepen the filtering to the desired detail level.
In the results, you can check the box of the specific sites you wish to assign to this group or select Check all to include all sites that meet the filter rules.
Once you have chosen the centers, select theSave As button to assign a name to the cluster and save your selection.

Notes: You can use an existing cluster as a starting point. To do this, select the cluster from the Filter drop-down, select Save As, assign a new name and adjust the levels accordingly. Interfaz de usuario gráfica, Aplicación Descripción generada automáticamente Once the cluster is created, you will be able to sort shifts according to this parameter. You can locate it by selecting Cluster in Business Unit Group and then selecting the name of the cluster you have created.

Edit a cluster

Select the cluster to be modified from the Filter drop-down list.

Select the Update button.

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Adjust levels or site selection accordingly.
Edit the name if necessary.
Select the ? button to save the changes OR the ? button to discard them .

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Understand overlapping holidays

Start from: The Workforce module.

A situation in which two or more employee holiday periods coincide or overlap in time is called overlapping holidays. This can occur for a variety of reasons, such as company policies, union agreements, or government regulations that establish certain mandatory rest periods for employees.

Overlapping holidays can lead to complications in scheduling and assignment of tasks, which directly affects the work center's operability. This is why Workforce, through the Holidays tool, allows users to take a quick look at the arrangement of vacation periods in the workplace.

Through the Holidays screen (Workforce Management > Holidays), managers can quickly identify vacation overlays. This screen also has a filtering or sorting function that makes it easier to view holidays by name, contract, or job title.

Using the visuals provided by this screen, managers can take proactive measures to mitigate the impact of overlapping holidays. This may involve adjustments in shift assignments, redistribution of tasks, or requesting additional personnel during these periods.

To learn how to set holidays, see Create holidays.

Schedule a form in the Daily Schedule

Start from: The Compliance overview.

Navigate to Tasks > Areas / Checklists.
Select the specific checklist where you want to publish the task.
Select + Create task in '[name of the checklist]'.

In the New Task screen, complete the General Setup.
Scroll down to Answer options and set the Answer Type to Button.
Select the relevant form from the Start form dropdown list. This action will link the task to the chosen form and create a new revision of that form when the answer is triggered.

In the Scheduling step, define the Frequency or choose the Days of the week you want the task and form to appear in the Daily Schedule.
Once you have completed the steps, select Save in the top right-hand corner to finalise and activate the task.

View specific day information on the scheduler

Start from: The Workforce module.

Select Scheduling > Scheduler 2.0 from the main menu.

Parameterize the scheduler to be able to access the main grid.

To make the parameterization, see Access the scheduler.
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Once in the grid, locate the day's header, which provides important information by showing small representative icons.
Select the header to open a pop-up window where you can check the following information in three different tabs:
- General DataHere you can see all the details of the shift, such as its current status, the center's opening hours and operating hours. The tool is also connected to a weather forecast service that informs you about the weather forecast for the location of the business unit in question.

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StatusYou will be able to see the status of the shifts for each day and center. If you access the tab, you can even see the history of the different status the shifts have gone through during the day and the work center.

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CommentsFrom the day's information window, users who can enter and schedule shifts for that center can leave comments for that day. These comments are recorded as if they were a conversation.

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Manage employee details

Start from: The Workforce module.

Select Workforce Management > Workforce 2.0.

In the Workforce 2.0 (CVE) screen, select from the list the employee whose information you wish to manage.

The screen will open in the Employee Record tab. This tab has four sections:

Employee details

In this section, you can change any data related to the employee's record, such as personal data, attach a photo, add emergency contacts, medical checks, among others.

Here you can also activate or deactivate the GIR Staff profile, view their credentials, change their profile, and reset the password.

Employment information

In this section, you can manage the different work periods of the employee and, within them, the work situations. These correspond to changes in the type of contract, different shift restrictions, or transfers to other work centers.

To know more about employee information management, see Manage employee "employment conditions".

Time & Attendance

In this section, you can configure the codes to clock in the T&A applications, either by PIN code or magnetic and NFC cards, and you can also select the business units where the employee is entitled to clock in using the center selector tree.

Learn more about how to manage Time & Attendance codes in Assign or change punch-in code.

Documentation

In the documentation section, for now, you can only see the documents assigned to the employee you are consulting, as long as you have the necessary permissions to view them.

If you want to add more documentation and send it, you can only do it from the Documentation section of Workforce.

To learn more about documentation management in Workforce, see the articles in the Documentation category.