Hello everyone! Thank you for joining us for our online training of TSheets scheduling.
My name is Sherissa and I'll be taking you through a detailed training of the TSheets
schedule feature and how it can help you and your team be successful at tracking time.
I first want to talk about what TSheets scheduling is and what it can do for you and your company.
The TSheets schedule is a helpful resource for you and your team to communicate what needs to
be done throughout the day, week, month, and year. It makes it faster and easier than ever
to build and share schedules with team members, assign jobs and/or shifts,
and keep your workforce in the know and running like a well-oiled machine.
Scheduling and time tracking that work together allows you to use
one system to accomplish what your company really needs.
You can use the TSheets scheduler to do job-based or shift-based scheduling. An example of job-based
scheduling could be when an employee is scheduled for several locations throughout the day,
whereas shift-based scheduling could be when you have blocks of time
that you need covered through the day but the employee only works one shift for the day.
Now we're going to go ahead and jump into my TSheets account and jump right into our schedule.
And you can see here that I already have a few shifts created,
and I'll definitely show you how to get those created,
but I want to show you a few of our features first before we start creating them.
First you'll see, to the far left hand side, all of my users, and you'll also see an unassigned
area where you'll be able to post some shifts and then figure out who is available and move those
unassigned shifts to those users. You can also see the number of hours you have already assigned to
the user for the week. Across the top, you'll see each day of the week
as well as the number of hours that you have scheduled out for each day as well.
You can hop between different weeks, you can also
view by job as well. So if you'd rather view it by job, you definitely can.
You can also view by jobs here if you want, just select specific jobs, or if you have a
lot of team members and if you just want to view a group of users, you can go ahead and select
the user you'd like to view through here. You can also view by day, week, or month.
And then in the top left hand corner we have our actions.
And there are two ways that you can start adding in your shifts for users.
So I can either click "Add shift" and it'll pull up an editor to the far
right hand side where I can make it an all day event, a repeating event. Title is optional
as well as the color. You do have a lot of fun color options here.
You can choose the start date, the start time and end time, select the team members here—you can
select multiple team members—and then select the job that they're going to be working on.
You can enter in a location. Either manually enter in a location, or if the job already has
a location attached to it through your jobs it will automatically populate that for you.
And then you can add notes. Then you can either save it as a draft or
publish it. The other way to enter it in is if you click on any one of these boxes.
So I'm going to click on myself, the box under Monday, so for myself under Monday. And the editor will pop up
for me as well. I'm going to make it a repeating event so you can see what that looks like.
You can make it repeat monthly, weekly, daily, or every weekday.
You can make it every week, so every one week, or maybe every other week,
so every two weeks or every third week, etc. I'm going to have it repeat on
these days—Monday through Friday. And I can have it repeat on or after the
date I've selected here, so I'm going to have it just end at the end of the month, and press "Done."
I'm not going to put in a title, but I am going to select a color so you can see when it pops up,
and I'm going to go ahead and select the time. I can select it either by using the
drop down box, or I can go in and manually enter it in. And then I can select a job.
My administration job does have an address attached to it,
so you'll notice that the location auto-populated in there.
I can also add notes. And then I'm going to go ahead and save it as a draft. And then you'll
notice—I'm going to go ahead and exit out of there—that my drafts look different from
what my published ones look like. So my drafts are going to be outlined in the color that I've chosen
while my ones that are published are going to be filled in with the color that I've chosen.
I can also go in and edit any of those shifts that I've created. So I'm going to go ahead and
click on that one that I've created for Tuesday because it was a repeating one.
I'm going to press "Edit" in the bottom right hand corner, and it's going to ask me if I want to edit
the individual shift or the full series. I'm just going to say the individual shift
and I'm actually going to delete it because as you'll see, I have vacation on those days.
And if you are using the time off preferences and anyone enters in any time off and it is approved,
the time off will show up on the schedule, that way you don't have to
manually enter it in yourself, and you'll be able to notice when someone has time off.
And mine's vacation—it's not for holiday or sick time or anything—
so it'll tell you what kind of time off it is.
And then when I'm ready to, in the top right hand corner I can publish any pending drafts that are
still waiting to be published. I'm going to go ahead and do that.
And now all the ones that are published are viewable by the user that they are assigned to.
And lastly, in the top right hand corner, I do have my settings where I can go to my schedule
preferences and take a look at how users can either view or manage their schedule.
I can allow them to just view their own, the group, or the full company.
I can also, if I wanted to, allow them to manage the schedule—either their own,
the group, or the company. You can also individually set these up under "My Team."
The next option is "Edit view settings", where you can allow them to either see the full
seven-day week, or maybe you guys only work Monday through Friday and you don't
need to see Saturday and Sunday, you can deselect those and save it. And you can
also just show the working hours so it's not overwhelming with a bunch of hours on there.
Showing the hour totals like we saw earlier, so I can see the hour totals for each user that we have
scheduled out for them. I'm going to go ahead and press save
and that'll update. I can only see the five days that we generally work and it's all ready to go.
Once you are done scheduling out your users, they can start tracking their
time against what you've scheduled out for them. They can receive notifications. You can set up
your notifications under "Company Settings" or on the individual level under "My Team."
After they've started tracking time, you can then start using the reports that we have
available for the schedule as well. You can find those reports right here on the left hand side,
and you'll find them with "Schedule Reports." And the two that we have are either
a scheduled vs. worked report or a tardies report. I love them both, they're super helpful.
So we're going to go ahead and take a look at this week, and you can do it for all team members
by week, pay period, or custom date range. I'm going to go ahead and run this report.
And I can see how many hours I've scheduled for each user under the first column,
how many hours they've worked, and what that difference is,
so if they worked more or less hours than what I've scheduled for them.
And then at the very bottom, I do have a total as well, so if you need that total it's there.
You can also view by job, so if you'd rather see how many hours you scheduled per
job versus what was worked, and then that difference, you have that as well.
And then we have our tardies report. This one's a pretty fun one to take a look at. That way you
can see who's been tardy when, and you can even download and print out that report and have a
talk with those users. You can do it by week, pay period, or custom date range. I'm just going to
do it for this date range. You can see how many minutes they were tardy. I like to do zero just
so I can see if they were even a second late. I can do by 1, 5, 10, or 20 minutes as well though.
I'm going to go ahead and run this report. I can see which team member and how many times they were tardy.
And if I press this arrow, it'll drop down and tell me exactly which days they were tardy,
when the shift was supposed to start versus when they clocked in, and then that difference.
So I have all this information here.
And if you ever need any help or assistance, never hesitate to reach out to us.
We are here five days a week, Monday through Friday, 7 a.m. to 7 p.m. Mountain time.
Chat with us in the bottom left hand corner of your TSheets desktop screen.
Or, you can also go to your help docs in the top right hand corner, click on that question mark,
and go to "Product Help," and you can search for anything that you need help-related wise here.
You can also chat from here in the bottom right hand corner,
or post a question to the community and get your questions answered by our community team.
And that is the end of the training for today. Today is a great day to start building out
those shifts for your team. If you have any other questions that come up, always feel free to reach
out to our amazing customer experience team. We will be happy to answer any questions that you have.
I hope you have a wonderful rest of your day and we will chat with you soon.