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.
Parameterize the scheduler to access the main grid OR close the parameterization window to access the tools directly.
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.
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.
Adjust levels or site selection accordingly.
Edit the name if necessary.
Select the? button to save the changes OR the ? button to discard them .
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.
Select Scheduling > Close Weekly ROTAs from the main menu .
Select the Work Center whose shift you wish to mark as Closed.
The weekly shift listing, in addition to the Closed column, shows two other columns with Done ? or Not Done ? marks. Ideally, these lines should ideally be marked as Done ? before proceeding to Close the shift.
Completed: This mark states that the shift template was created and finished properly with no errors, so it is ready for review.
Reviewed: This mark establishes that the shift has gone through the relevant approval flow and is ready to be approved.
Notes: A shift that is not previously marked as Completed and Reviewed may be closed. However, this would imply that the shift has probably not gone through the necessary approval flow before publication.
To make a preliminary review of the shift and its changes, select the arrow icon in the shift field.
To clear and reset all shift data, select Restart in the shift field.
To mark the shift as closed, select the empty field in the Closed column.
After a brief loading screen, a closed padlock icon will appear in the Closed field, signifying that the shift has been closed.
When the shift is closed, the Restart button disappears and no edits can be made to the shift configuration.
Notes: The shift can be reopened for editing by selecting the Closed padlock icon, which will disappear from the field to indicate that the shift has been reopened.
View read and confirmed shifts
Start from: The Workforce module.
Select Reports from the main menu.
Use the Magnifying Glass icon or locate the 230 – Read/Confirmed Shifts report in the list.
Choose the Start and End date of the period you wish to consult.
Select the Work Center(s) you wish to consult.
Select the Excel button to download the report in .XLS format.
The resulting report shows:
The employee's name
The employee's code
The work center
The professional category
The contract
The day the shift is scheduled
Shift start, date and time
Shift end, date and time
Shift status, which can be pending, read, or confirmed
Date and time of reading or confirmation
Note: For this report to collect data correctly, the employee must have access to shifts in GIRstaff and the option Request confirmation of shift reading must be activated.
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.
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.
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.
Customize the employee panel
Start from: The Workforce module.
Select Workforce Management > Workforce 2.0 from the main menu.
Select the Configuration button.
Select the eye button to hide or show specific information columns according to your needs. The open eye indicates the column is shown, while the closed eye indicates the column is hidden.
Getting to know the new scheduler
Start from: The Workforce module.
One of the most important changes in the new Scheduler is its look and feel. While the main features remain (a grid for planning shifts and a list of employees with basic information), the different options have been reorganized.
What can you find on the new Scheduler screen?
Initially, to view the full Scheduler, you must configure it.
Below the view options, you will find a column with the list of employees, specifying their name, employee code, job position, and hours specified in their contract.
Above the list, you will find a header with five option buttons. These options allow you to adjust the employee view, add employees, delete shifts, add counters, among other options.
Above the shift grid, you will see a series of headers for each column. Each column represents a day. By selecting one of these headers, a pop-up window with information about the day will open.
At the top right, just above the grid, you will find a series of buttons with different options.
Parameters: In this option, you can open the parameters panel and adjust the shifts you want to view. To learn more about this option, see Access the Scheduler.
Shift Forecast: With this option, you can manage shift forecasts based on sales. To learn more about this option, see Manage shift forecasts in the Scheduler.
Detailed Information: Here you can see detailed information about four particular aspects: Alerts, shift statuses, records, and labor compliance. To learn more about these options, see:
Reports: In this option, you can generate reports related to shift management, such as hours per employee.
General Settings: Here you can make general Scheduler settings and access other configuration options. For easier navigation through these options, see:
Above the various option buttons, you will find a series of counters that you can configure as you wish in the general settings option. To adjust the counters, see Configure the Scheduler.
Notes: In the future, other functions (such as preliminary, worked time, and absence management) will also be integrated into this screen.
Planning shifts in the scheduler grid
Accessing the Scheduler
Navigate to the scheduler within Workforce.
Adjust the scheduler to configure the date range, perimeter, shift type and scenario to view.
Viewing and Navigation
The default view will be weekly. You can use the arrows in the header to move between weeks or change the view to daily or monthly.
At the top, you will see the selected date range.
Shift Planning
In the Daily View:
Select the desired employee's row and drag the cursor to the desired end time to create a shift.
A panel will appear with the employee's name where you can adjust details such as start and end times, and work position.
In the Weekly View:
Right-click on the employee's row and select "Add shift".
Similar to the daily view, adjust the shift details in the panel that appears.
Managing Shift Statuses
Once shifts have been added, you can change their status to "completed" to mark the end of the working day.
This process simplifies schedule management and improves operational efficiency, allowing you to visualise and adjust shifts intuitively and quickly. Use these tools to maintain a clear and updated schedule, ensuring that all employees have clear and concise assignments.
