HelpAndManual_illegal_keygen ClockIt: Easy Schedule Creator - Manual

Transcription

1 HelpAndManual_illegal_keygen ClockIt Easy Schedule Creator - Manual es-software.net

2 HelpAndManual_illegal_keygen

3 HelpAndManual_illegal_keygen ClockIt Easy Schedule Creator - Manual es-software.net All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without the written permission of the publisher. Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective owners. The publisher and the author make no claim to these trademarks. While every precaution has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document. Printed October 2007 es-software.net

4 4 Table of Contents Part I General 8 1 What is ClockIt? Obtaining... a license 8 Part II Using ClockIt 11 1 Create From... Template 11 Create New... From Template 11 2 Wizard Overview... Select Start... and End Date Holidays and... Region Employees... Shifts... Color settings... Finished Life after... the wizard Keyboard... / Mouse Overview... Select Shifts... Quickly Add... Week/Month Remove Week/Month... Schedule... Grid Overview... Menu Items... File... File - menu... item Edit... Edit - menu... item Select cells... Queries... Queries... - menu item Custom Query... Employees... / Shifts Summary Shifts / Days... Summary Worked... Hours Worked... Hours Attendance... Seach... Search -... menu item overview Find... Replace... Quick Insert... Menu Find Employee... on day/time Options... Options... - menu item

5 Contents 5 Departments... Info Column... Queries... with Departments Worked... Hours Shifts per... day Reports... Reports... - menu item Reports... - Overview Duty roster... Worked... hours Attendance... Leave... Employee... & Shift Reports Optimization... Reports Shift Optimization... Reports Employee... Optimization Reports Add-Ons... Add-Ons... Availability... Availability... - menu item Manage... leave Manage... attendance Manage... availability exceptions ClockIt-Online... ClockIt-Online... - menu item Synchronize... Synchronize... Shifts Synchronize... Departments Upload/Download... Shifts... Quick Upload... Quick Download... Availability... Download... default availability Download... availability exceptions Download... leave requests Help... Help... Speed Bar... Overview... Add Days... Set Attendance... Bold... Setup... Schedule... Setup Setup Employee... Listing Setup Shift... Listing Setup Schedule... Range Setup Holidays... Setup Attendance... Setup Shift... Groups Color Setup... Setup Schedule... Grid Setup Schedule... Grid - Color es-software.net

6 6 Setup Schedule... Grid - Headers Setup Schedule... Grid - Employee Format Setup Query... Colors Query Color... Setup Leave... Type Color Setup Leave... Type Color Setup Autoscheding... Options Autoscheduling... Settings Functions... Shift Groups... Options... Setup Backup... Setup Information... Bar Setup ... Printing... Schedule... Printing Page Settings... QueryPrinting... Password... Protection Set Password... Open Password... Protected File Automatic... Scheduling Automatic... Scheduling Creating... a region template file 96 Index 98

7 Part I

8 8 1 General 1.1 What is ClockIt? What does ClockIt Easy Schedule Creator do? ClockIt is a fast and easy to use employee & labor planning software. The user friendly interface and powerful query features make it the ideal tool for creating custom schedules. Spending to much time on scheduling your employees? Use our Automatic Scheduling tool and ClockIt will do the planning for you! This schedule maker allows you to easily create shift schedules for your staff. Different tools are included for fast calculation of worked hours and shifts, displayed per day, month, employee,... Not enough? Well, then create your own queries with the provided tool! With ClockIt, shift planning has never been easier. This new version release includes creation of schedules starting from a day up to several months! To create your duty rosters even faster, use the included auto-scheduling tool, just tell ClockIt some details about your shifts and employees, and it will create a schedule with a single mouse click! The thing that makes our scheduling solution so unique is the ability to use any previous ClockIt file as a template for a new one. This way you'll only have to setup your employees and shift once! With this software you'll never need another scheduler! We continuously search for ways to enhance our software and with our policy of "free lifetime updates" all our users benefit of this no matter when they bought their licenses! Thank You for choosing ClockIt! The es-software.net - team. info@es-software.net 1.2 Obtaining a license Obtaining a license. Orders can be made by online payment or by fax / telephone and are handled by our partner company ShareIt.com

9 General 9 Get your full and licensed version today! Visit our website for a price list and order information or us if you have any questions! es-software.net

10 Part II

11 Using ClockIt 2 Using ClockIt 2.1 Create From Template Create New From Template 11 Create new from template With this option, you can create a new schedule by using an already existing ClockIt file as template.simply select the path to your template file and select the new schedule range. Use the wizard if you want to create a schedule from scratch. 2.2 Wizard Overview Wizard Overview. When choosing File > New, the ClockIt wizard will be shown. On the left side, you can see which steps have been accomplished. All features (and even more) can be adjusted once the wizard is finished. Following steps are performed * Choose month and year. es-software.net

12 12 * Define Region and holidays * Setup Schedule. * Adjust settings. * Employees. * Shift Setup * Adjust Colors. * Finish Select Start and End Date Wizard Define Schedule Range. This is the first step when setting up a new schedule. Here you define the start and end date of your table. You can choose any interval you like, going from one day up to several months. The only limitation is your computer strength. Depending on your computers memory & cpu along with the dimension of your schedule (number of employees and day range), calculations of the different queries may take longer. Here, you can also set the start day of the week, standard this is monday, but it can be changed to sunday or saturday. Following view is presented Click on the "Next" button to continue the wizard Holidays and Region

13 Using ClockIt Holidays and Region Wizard Holidays and Region. Here you can setup your country's holidays. New in this version is that you can choose from a holiday template, just select your country in the list. If your country is not listed, you can either create a template file (advanced) or use the custom region selection. When you've selected a month, you can add additional holidays, by entering a name and a day for this holiday. (You can also click on the calendar to display the day). When you've entered an additional holiday, press the "Add" button to update the list. To remove a listed holiday, select it first and press the "Remove" button. Once you're ready, click next to proceed to setup your employees Employees Wizard Employees. Here you can add the names of the employees for whom you're creating the schedule es-software.net

14 14 Before you can continue the wizard, at least one employee must be defined. To add an employee, select "Add Employee" from the list. Next enter the employee's name and click on the "Add" button to save it. To remove an existing employee from the list, choose him/her first, next click on the " Remove" button. Once the wizard is finished, you'll be able to enter more information about the employees like address, when they are available to work etc... Click on the next button to proceed to Shift Setup, the prior button to change the holiday settings Shifts Wizard Setup Shifts. Here you can setup the shift information, like starting-finishing hours display.

15 Using ClockIt 15 In order to continue the wizard, at least one shift must be defined. To create a shift, choose "Create New" at the "shift" box. This results in a blanc form with following attributes» Shift Information Here you'll have to enter a representing code for the new shift. This code can have between 1 and 9 characters. Eg you can use the code "Ns" to represent the Night Shift or " " or "Night Shift" or..., it's up to you. Note that the schedule auto stretches when you enter a shift into a cell. (If you'd like to see as many days as possible, best thing to do is define shifts of one or two characters).» Additional Information This feature is optional, here you can enter a brief info about the shift code.» Glyph choose an icon that represents the created shift.» Shift Color Choosing 'default', will color the shift with the one selected at the 'shift color setting ' menu. Defining a color will colorize the text of the cell when assigning a shift to an employee. This way you can easily mark special shifts.» Shift Information Here you'll have to enter when a shifts starts and ends, for this, a timeline is created that allows you to mark the shift range. A shift range can be interrupted. You can pide a shift into maximum seven segments. 1. Select the starthour of the shift on the timeline by clicking on it es-software.net

16 16 2. Next, click & drag your mouse to the end hour 3. Finally, press the "ins" key on your keyboard to add a shift item To edit the item, you can drag and resize it. Or you can double click it to adjust the start & end hour. Following screen is than shown Note, a shift doesn't have to start on whole hours, you can use the option above to adjust the start & end time, or you can increase the timeline display unit by right clicking on it Finally, if you want to delete an item, simply select it (by clicking) and press the "del" key on your keyboard. When you've entered all required data, choose save and the new shift will come available.

17 Using ClockIt 17 To modify an already created shift, select it from the list an again, save when finished. (Because the shift has to be a unique identifier, you can't change it.) To remove a listed shift, select it and choose "Remove", this is saved automatically. Click on the next button to continue to the Color Setting, the prior button to go back to Employees Color settings Wizard Color settings. Here you can select the color used to indicate weekend (default yellow) & holidays (default green) and set the (default) font of the schedule grid. To change the color of an individual shift, see shift setup. Here, you can also define the show bands property. A band is a colored row used to get a clear view of employees and assigned shifts. You can define a primary and a secondary color and length. The color property defines the color that will be used to fill the band. The length property defines the amount of consecutive rows that use the same band color. Note, this is a basic setup for your schedule, once finished, you can adjust a lot more by using the settings menu. es-software.net

18 18 Click next to go to the finish tablet, or choose prior to change the shifts Finished Wizard Finished. Click on the Finish button and start scheduling!

19 Using ClockIt 19 or choose prior to change the color settings. 2.3 Life after the wizard Keyboard / Mouse Keyboard / Mouse. General F1 F2 F5 F6 F7 F8 Display help information Go to the setup menu View / Hide Custom Query View / Hide Employees/Shifts Summary View / Hide Shifts/Days Summary View / Hide Worked Hours Schedule Grid ABC..Z If this key is pressed while a cell is selected, the shift that begins with this character will be assigned to the corresponding employee. In case es-software.net

20 20 Arrows End Ctrl-End Home Ctrl-home + key - key Del Enter Ctrl-left mouse Ctrl+A Ctrl+B Ctrl+C Ctrl+D Ctrl+E Ctrl+F Ctrl+I Ctrl+M Ctrl+Q Ctrl+R Ctrl+S Ctrl+X Ctrl+V Ctrl+W Ctrl+Z Ctrl+Y more shifts with the same starting character exist, they will be shown in a popup list. Move the selection to a specific cell. Go to the last cell of the selected row. Go to the bottom right cell. Go to the first cell of the selected row. Go to the upper left cell. Select next shift from the list. Select previous shift from the list. Replace all selected cells with blanc. Replace the current selected cell with the selected shift Select cells on the grid (before copy/pasting) Selected all cells. Make bold Copy selected cells. Select all cells of the selected day Select all cells of the selected employee Open the find window Make Italic Select all cells of the current month Open the quick insert window Open the replace window Autoschedule the selected cell(s) Cut selected cells. Paste selected cells. Select all cells of the selected week Undo (is reset when using the setup menu). Redo Display information about the employee or shift (depending on where the mouse button points at) Go to today (if available in the duty roster) Shift + arrows Shift + Mouse Click extend selection extend selection Ctrl+Scrolling zoom in / out Alt+left Mouse Click Alt+T

21 Using ClockIt MouseWheel Middle MouseButton Click Left MouseButton Mouse scroll Double click on header Shift + double click/arrow keys panning same feature as the enter key. same feature as arrow up/down. Select all cells below this header Extent your current selection 21 Overview Overview. When you open a ClockIt file, or when you've finished the wizard following view is presented(eg) You can see following sections Menu items (file, edit, working list,...) Speed Bar (wizard, open, save,...) Drop-Down Box (selecting Shifts...) Scheduling grid (creating the schedule) es-software.net

22 22 Click on one of the links above to get more information Select Shifts Select Shifts. To create and maintenance a schedule you'll have to know a bit about the basic of ClockIt. All the available shifts are visible in the drop-down box, just above the schedule grid. Click on it and select the shift you'd like to assign. Next, click on the corresponding cell on the grid to assign the employee (horizontal) on that day (vertical) If you prefer to use the keyboard meanly, you'll just have to selected a cell and next press the first character of the shift you'd like to assign. In case there are more shifts that begin with the same character, a list will be shown, presenting all available shifts. Simply select the shift by moving with your keyboard arrow-keys and pressing enter or again the first character. Next time you press this character, the last assigned shift will be top of the list. To clear a assignment, simply select 'insert blanc' from the list and click once more on the

23 Using ClockIt 23 grid cell. [You can also use the -del- key to erase a assignment and the -enter- key to make an assignment.] Another way to delete a shift from your schedule is to selected the same shift in the dropdown box and clicking the grid cell. To edit, create or remove shifts from this box, click on the menu option > settings to go to the setup menu Quickly Add Week/Month Quickly add a week or a month. To quickly add a single week or month, click on the '»' button of the corresponding header. (if displayed) Or you can use the menu "Options > Add" to select a custom schedule range Remove Week/Month Quickly remove a week or a month. The content of the popup menu depends on where you right click Clicking on a month, week, day, department and cell results in different content. Note that deleting days can't be undone! es-software.net

24 24 You can't delete a single day, but you can do following Delete this month Right click on the month header and select "Remove month from schedule". Note you can only delete a month when It is the first month of the schedule It isn't the only month in the schedule Delete this week Right click on the week header and select "Remove week from schedule". Note you can only delete a week when It is the first week of the schedule It isn't the only week in the schedule Delete all except this week Right click on the week header and select "Remove all except this week". Note you can only delete the other weeks when There is more than one week in you're schedule. Use the settings menu to select a custom schedule range

25 Using ClockIt Schedule Grid Overview 25 Schedule Grid - overview. This is the place where it al happens. Select a shift from the box, just above the schedule grid, next click on the corresponding cell on the grid to assign the shift to the employee (horizontal) on that day (vertical) Use the Setup menu to setup your schedule (shifts,employees, layout...), use the different queries to check the input or the sidebar items to add additional information like leave, attendance and cell comment. es-software.net

26 Menu Items File File - menu item Menu Items - File. Following options are provided New from Wizard New from template Open ReOpen Set File Protection Save Save As Opens the wizard, which allows you to create a new schedule. Opens the template window, where you can select a previous created ClockIt file as template for your new duty roster Select a ClockIt file to edit. Reopen a file you've recently used. Allows you to set a Read and Read-Write password to protect your duty roster from unauthorized editing Save the file (overwrite previous). Enter a filename & save.

27 Using ClockIt HTML Export Setup Show the HTML export window where you can set various attributes for saving your duty roster as html file. Export Export the schedule (only view 1) to a Word, Excel, or HTML file (see the "clockit\demo" folder for some demo files.) Printer Settings Sets up the printer Print Close Exit Menu 27 Current view will print the screen like it is on that moment. The other print options allow you to print each grid individual (You can only print them if they are visible) Close current schedule. Exit the program Edit Edit - menu item Menu Items - Edit. es-software.net

28 28 Undo Redo Make Bold Make Italic Make Normal Copy Cut Paste Undo last performed action. Redo last undo Make the font of the selected cells bold Make the font of the selected cells italic Select Copy Comment Paste Comment Employee s Working hours Shift groups Holidays Undo previous font settings (bold / italic) for the selected cells Copy selected cells Cut selected cells Paste cells Select cells of... (view submenu for options select all, select all of selected employee, day, week, month...) Copy the comment of the selected cell. Paste the previously copied comment to all selected cells. Edit your employee list Edit your shifts Edit your shift groups Add/Remove holidays for the current month Select cells Select Cells. 1. Custom cell selection To select cells, use the shift button in combination with the left mouse button. To select a certain area, mark the upper left cell, followed by the lower right cell, holding the shift button. All cells between will be marked automatically. To unselect cells, click the right mouse button on the maingrid, or use the arrow key. 2. Predefined cell selection 2.1 All Cells Selection

29 Using ClockIt 29 If you want to select all the cells of the duty roster, you can use the option mentioned above, or you can press ctrl-a 2.2 Day, Week, Month selection If you want to select the cells of a certain day, week or month, simply double click on the corresponding header and the cells will be instantly highlighted Queries Queries - menu item Menu Items - Queries.» View / Hide Custom Query» View / Hide Employees/Shifts Summary» View / Hide Shifts/Days Summary» View / Hide Worked Hours Custom Query Custom Query. With this tool, you can create your own queries. A custom query is a collection of different shifts. Eg. The Query "Morning" contains the shift 06H00-14H00 and the shift 09H00-17H00. When selecting this query, ClockIt will search all occurrences of both these shifts and display the total amount at corresponding day es-software.net

30 30 If you already created a query, choose it to display the summary. Otherwise you have to set one up by going to the settings menu. To display multiple queries, select the insert row option. To remove a query from the grid, select a cell of the corresponding row, right click an choose delete row When right clicking on the grid, you insert or delete the selected row. Note that the grid cells are automatically aligned to the corresponding cells of the schedule grid. See Also Shifts/Days Summary Employees/Shifts Summary Worked Hours Employees / Shifts Summary Employees / Shifts Summary. To use this query, press F6 or select the menu "Queries > Employee/Shift summary". This is one of the automated queries. It gives you a summation of all the assigned shift, per employee

31 Using ClockIt 31 The "lock time interval" this comes in handy when you only want to schedule certain day/ week/month. To use this feature, you'll have to double click on the header (day, week,..), or select your own range in the duty roster. You'll notice that the header of the query has changed from "global" into specified the time interval. The padlock button can be used to lock the current interval. In this case, only edited days within the interval will be updated in the query. To reset the interval, simply click once more on the button. Note when the Worked Hours- query is also visible, (un)locking one query will automatically (un)lock the other one. See Also es-software.net

32 32 Custom Query Shifts/Days Summary Worked Hours Shifts / Days Summary Shifts / Days Summary. Here you can check how many shifts are assigned on a certain day. This comes in handy when you want to check the general occupation per day Corresponding hotkey F7 See also Shift/Day query when using departments See Also Custom Query Employees/Shifts Summary Worked Hours Worked Hours Worked Hours. This query can be show by either pressing F8 or by using the menu "Queries > view worked hours" See also Worked Hours when using departments This query will show you the amount of time your employees are scheduled for work, in total or for a specific range

33 Using ClockIt 33 The "lock time interval" comes in handy when you only want to schedule certain range. Simply select the range and click on the 'lock' button. The padlock button can be used to lock the current interval. In this case, only edited days within the interval will be updated in the query. To reset the interval, simply click once more on the button. es-software.net

34 34 See Also Custom Query Shifts/Days Summary Employees/Shifts Summary Setting attendance (like overtime) When you setup your schedule, this is based upon "ideal" circumstances. However, an employee can get sick, come in the late, work overtime... First, you'll need to setup the attendance types. For this go to menu > options > settings > schedule setup > attendance In this example, the types "OverTime", "Absent Time" and "Sick" are created. Note the column action to take regarding worked hours, this will indicate wether the default time of the assigned shift should be increased or decreased when the attendance type is added at a day for a given employee. For example, if you have a shift that has a worked time of 8 hours, but your employee comes in half an hour to late. Then you can add an absent time of 30 minutes, making the actual worked time 7.30 hours. This because the type absent time is set up to subtract. Besides subtract, you can also choose between add and none.

35 Using ClockIt 35 To assign attendance to your employee on a given day, right click on the corresponding cell Next, you'll see the sidebar menu rolls out, here, you'll have to select the attendance type, and fill in the time from/until. es-software.net

36 36 After pressing the add button, you'll see a minus, plus, or asterisks mark is being displayed A minus is displayed when a subtract attendance was assigned, a plus with an add attendance and a star in case of none or multiple attendances. To get an overview of the attendances for a given employee on a day, you can move your mouse pointer over the corresponding cell, in the hint text that is being displayed, all availabilities and their corresponding hours are presented. For an overview of all employees, you can use the option menu > availability > Manage attendance. See also Worked Hours

37 Using ClockIt Seach Search - menu item overview Menu Items - Search.» Find» Replace» Quick Insert» Assigned Employees Find Find Menu. This dialog can be used to search for a shift. Enter a shift (or a part of it) in the 'Text to Find' box and press the 'OK' button. The first cell corresponding with the search query will be highlighted, press the 'OK' button again to go to the next item. Press cancel to quit. es-software.net

38 Replace Replace Menu. This option is a derivate of the quick insert menu and the find option. With this menu you can replace a shift with another one, simply by selecting the shift you'd like to replace and the change region.

39 Using ClockIt Quick Insert Menu Quick Insert Menu. Here you can quickly enter a shift at specific positions on the schedule grid. For instance, using this feature, it's possible to enter a certain shift at all weekends for a particular employee or for all employees, fill up empty cells, etc... es-software.net

40 40 If you've grouped employees with a color tag and you have selected "everybody" as employee filter, the box "with group color" will be enabled, allowing you to just quick edit the employees with that specific tag. If you, currently displaying departments, the last box will also be enabled, allowing you to edit all departments or just one. After a selection has been made, the 'OK' button becomes enabled. Clicking on it performs the asked action Find Employee on day/time Find working employees on a day-hour. This query enables you to search for employees who work on a specific day and hour. This option is a spin-off from the 'Custom Query'. Where that query can be used over a range of hours, this query only searches for employees who are assigned on a certain hour. To use this query, go to Search > Assigned Employees

41 Using ClockIt 41 When you click on the menu, you'll see a new window. The date and time are automatically retrieved. The shown date corresponds the date of the active (selected) cell of the schedule grid. The time is the current time. Of course, both can be changed to fit your needs. Just press 'Find' to get a list of all employees working on that day & time. Features Copy to clipboard right click on the grid and select 'copy to..' from the list. Print click the print button to print the entire grid. Export click the export button to save the grid as an excel file. es-software.net

42 Options Options - menu item Menu Items - Options. Settings Auto Scheduling Schedule Mode Hide / Show Information Bar go to the setup menu automatic scheduling of your employees subitems include autoschedule, settings, view log file Update or View (can also be adjusted in the status bar at the bottom of your screen) additional 'status bar' where help info & actions are displayed. Add an additional column after the employee. This allows you to assign multiple shifts to the same employee on the same day and thus schedule different departments Add/Remove add a week or month to your duty roster sort the duty roster on employee name ascending or Sort descending. Macro used for macro recording & playing. if "today" is included in your duty roster, you can use this Go to today option to immediately display it Show Info Column

43 Using ClockIt Departments Information Column (departments). The menu "Options > Show Info Column" allows you to add departments to your schedule. When selecting this option, you'll see an additional column Click on a cell to add your department info, enter the text and press enter (or click somewhere else to save To add a new "shift line" for this employee, right click on the "info col" and choose "Add shift line" es-software.net

44 44 Now you can assign two shifts for this employee on the same day. If you need to add more departments, simply repeat this procedure. To remove a shift line, simply right click on the infocol and choose "Delete Shift Line". To remove the InfoCol, make sure each employee is only listed once (thus without departments), next click on the menu Option > Remove InfoCol. Note that the queries have changed. Queries with Departments Worked Hours When using departments, the Worked Hours query is extended. As ClockIt doesn't know how to interpret your shift assignments, you'll have to tell it how. When pressing F8, you'll notice an additional selection field below the "hours" label, by clicking this you can select three calculation types individual, cumulative and incremental. 1. Individual Hour calculation This is a line per line interpreter. It tells you - per horizontal row - how many hours are assigned. 2. Cumulative Hour calculation

45 Using ClockIt 45 This is a summation of per horizontal row of the individual hours. Eg. you have 3 shifts assigned at three departments of each 8 hours (start & end time doesn't matter), the result of each department will be Incremental This is a cumulative calculation but with taking the start & end hour of each assigned shift into account. Eg(1). You have two shifts, each 4 hours, one starts at 1000, the other at 1500, the result of the query will be 8. Eg(2). You have two shifts, each 4 hours and both start at 1000, in this case the result of the query will be 4! Queries with Departments Worked Hours When using departments, the shift/day query is also restyled es-software.net

46 46 Here you'll get an overview of all assignments displayed per department, with a total (ALL). The option to collapse and expand nodes etc Reports Reports - menu item Menu Items - Options.

47 Using ClockIt Duty roster Worked time Employees Shifts Optimization report view the duty roster report sub items worked time, attendance and leave report Employee & Shift Reports Employee & Shift Reports sub items shift optimization and employee optimization Reports - Overview Duty roster After clicking on this option, you'll navigate to the duty roster report screen (if you select a day in your roster before choosing this option, the report will automatically use this date to display the shift assignments) es-software.net

48 48 Available options Settings This will allow you to select the employees to display, as well as the start date and range of your report. Show Shift Detail This options shows/hides the additional shift information (start and end times)

49 Using ClockIt 49 Worked hours On the worked hours report, you get an overview of the actual worked hours (second column), the predefined worked hours and a list of all attendance types with the corresponding time. (see assigning attendance for more information ) es-software.net

50 50 When using departments, an additional column will be displayed besides the employee. In this case, you can also set whether to calculate the worked time as individual, incremental or cumulative see worked hours query with departments Attendance On the attendance report, you get an overview of all the entered attendance for all employees. (If you select a range before showing this report, you'll get the attendance info for this range only) see assigning attendance for more information

51 Using ClockIt 51 Leave On the leave report, you get an overview of all the entered leave for all employees. (If you select a range before showing this report, you'll get the leave info for this range only) For example, following leave is entered at the duty roster Now, when displaying the Leave report es-software.net

52 52 Employee & Shift Reports The menu Reports allows you to print your employee and shift data. Because these are very similar, only the employee printing is explained. Printing shifts is done the same.

53 Using ClockIt 53 On the left, an overview of all available employees is shown, on the right all data that can be printed. You are free to move each item and selecting/unselecting them. (Various options are available for this right-click (popup menu), drag & drop, mouse selection...) Only selected items will be printed in the order you've designed. Besides printing, you're also able to export your report to excel, word and html file. Shift Optimization Reports The shift optimization report gives an overview of all shifts, during the selected range. Per shift, ClockIt checks if the amount scheduled is according the settings es-software.net

54 54 If the number assigned is below the minimum number required, than the number is displayed in red. If the number assigned is above the maximum number required, than the number is displayed in orange. Employee Optimization Reports The employee optimization report gives an overview of all employees, during the selected range. Per employee, ClockIt checks whether the assignment corresponds with the employee settings.

55 Using ClockIt Add-Ons Add-Ons Add-Ons Add-ons allow you to customize your clockit version. Most of them aren't standard included into clockit. To obtain new ClockIt Add-Ons, visit our website and click on the ClockIt > Extra hyperlink. es-software.net

56 Availability Availability - menu item Menu Items - Options. Manage leave Worked time Manage availability exceptions go to the leave overview screen where you can manage (add/remove) leave go to the attendance overview screen where you can manage (add/remove) attendance go to the availability exceptions Manage leave Manage leave Here, you can add and remove leave of your employees. Origin indicates how the leave was entered. This can be a manual action, or a download from ClockIt-Online

57 Using ClockIt Manage attendance Manage attendance Here, you can add and remove attendance of your employees. Origin indicates how the leave was entered. This can be a manual action, or a download from ClockIt-Online es-software.net

58 Manage availability exceptions Manage availability exceptions Here, you can add and remove availability exceptions of your employees. Availability exceptions are exceptions on the default availability, set at the employee settings. Origin indicates how the availability exception was entered. This can be a manual action, or a download from ClockIt-Online

59 Using ClockIt ClockIt-Online ClockIt-Online - menu item Menu Items - Options. Create new account Synchronize Upload/ Download this will navigate to the ClockIt-Online website, where you can create a new ClockIt-Online account Before you can upload your shifts, you first need to synchronize your shifts and departments so they are know by ClockIt-Online. These options allow you to upload shift assignments to ClockIt-Online and to download shifts assignments, es-software.net

60 60 availability and availability exceptions Synchronize ClockIt-Online Synchronize shifts With this option, you can synchronize the shift definitions on your local schedule with the ones on ClockIt-Online. To use this option, you first need to create a ClockIt-Online account ClockIt-Online Synchronize departments With this option, you can synchronize the department definitions on your local schedule with the ones on ClockIt-Online. To use this option, you first need to create a ClockIt-Online account

61 Using ClockIt Upload/Download ClockIt-Online Quick Upload With this option, you upload the select shift assignments to your ClockIt-Online account To use this option, you first need to create a ClockIt-Online account A video tutorial can be found online es-software.net

62 62 ClockIt-Online Quick Download With this option, you upload the select shift assignments to your ClockIt-Online account To use this option, you first need to create a ClockIt-Online account A video tutorial can be found online ClockIt-Online Download default availability In ClockIt-Online, your employees are able to set their default availability. When using this option, the default availability of your employees (that is set at the employee settings) is overwritten by the online input of your employees (thus allowing a more dynamic way of scheduling) To use this option, you first need to create a ClockIt-Online account ClockIt-Online Download default availability In ClockIt-Online, your employees are able to set their availability exceptions. When using this option, the list of availability exceptions is completed with the manual entered items. (the downloaded items will get a origin = ClockIt-Online) To use this option, you first need to create a ClockIt-Online account ClockIt-Online Download leave In ClockIt-Online, your employees are able to request leave. Managers are able to approve / deny leave requests. When using this option, all leave requests and approved leave items are downloaded. You can verify these items by using the menu option Manage leave Before using this option, make sure you've created all leave types and added the ClockItOnline name in the settings menu To use this option, you first need to create a ClockIt-Online account

63 Using ClockIt Help Help Menu Items - Help Help Help Online Help Faq ClockIt Direct Check for updates Online Login About This is where you are now Lastest ClockIt information Frequently asked questions (online) Downloads the latest clockit news from our website use this to determine whether you're using the latest version, if not, you can upgrade by downloading our current release. Allows you to login to our Customer Section and enables you to download our latest release Information about the author, version,... Speed Bar Overview Speed Bar - Overview. Following items are available on the speed bar Create new Create new by using a template Open saved file Save file Print settings Print duty roster Cut Copy es-software.net

64 64 Paste Search Replace Quick insert Redo Undo Queries Quick Upload (if ClockIt-Online is installed) Quick Download (if ClockIt-Online is installed) Lock selected cells so the autoschedule tool won't reschedule them Unlock previously locked cells Macro - Record Macro - Stop Macro - Play Apply the selected shift on all selected cells Tutorials Help Add Days Add Days. Adding days to your schedule is very simple. Although you can't add single days, expanding your schedule with a week or a month can be done by a single mouse click! Just click the button on the right. To expand your schedule with a month, click on the upper button, for adding a week, click on the button below.

65 Using ClockIt 65 Note The first click will expand your schedule to create a full week or month. Only when a complete month/week is already visible, a whole period will be added Set Attendance Setting attendance (like overtime) When you setup your schedule, this is based upon "ideal" circumstances. However, an employee can get sick, come in the late, work overtime... First, you'll need to setup the attendance types. For this go to menu > options > settings > schedule setup > attendance In this example, the types "OverTime", "Absent Time" and "Sick" are created. Note the column action to take regarding worked hours, this will indicate wether the default es-software.net

66 66 time of the assigned shift should be increased or decreased when the attendance type is added at a day for a given employee. For example, if you have a shift that has a worked time of 8 hours, but your employee comes in half an hour to late. Then you can add an absent time of 30 minutes, making the actual worked time 7.30 hours. This because the type absent time is set up to subtract. Besides subtract, you can also choose between add and none. To assign attendance to your employee on a given day, right click on the corresponding cell Next, you'll see the sidebar menu rolls out, here, you'll have to select the attendance type, and fill in the time from/until.

67 Using ClockIt 67 After pressing the add button, you'll see a minus, plus, or asterisks mark is being displayed A minus is displayed when a subtract attendance was assigned, a plus with an add attendance and a star in case of none or multiple attendances. To get an overview of the attendances for a given employee on a day, you can move your mouse pointer over the corresponding cell, in the hint text that is being displayed, all availabilities and their corresponding hours are presented. For an overview of all employees, you can use the option menu > availability > Manage attendance. See also Worked Hours es-software.net

68 Bold Make Bold. This option is included to easily mark certain cells, just right click a cell and choose "make bold" to adjust the appearance of this cell. To undo the setting, choose "undo bold" from the menu Setup Schedule Setup Setup Employee Listing Setup Employee Listing. When clicking on the "employee" icon, following screen is presented To add an employee, select Add Employee from the list. Next enter the employee's name and click on the Add button to save it. Important A correct setup is needed to perform automatic scheduling. To remove an existing employee from the list, choose him/her first, next click on the Remove button. Additionally, several detail settings about this employee can be added. Employee Info

69 Using ClockIt 69 Here you can add general information about the employee such as name, address, specific company info like employee number and function. Work Arrangement Here you can define when the employee is available to work, especially during weekends and holidays. Some of the info entered here will be taken into account when setting assigning shifts, if the assignment is incompatible with the info entered here, a warning will be showed at the information bar on the bottom of the schedule. Availability es-software.net

70 70 Here you can define the overall availability. If you assign a shift to an employee that goes beyond the interval you declared here, a warning will be showed at the information bar at the bottom of the schedule. Availability Here you can define all shifts that can be assigned to this employee. On the left side you see all available shifts, on the right all those that can be assigned to this employee.

71 Using ClockIt Setup Shift Listing Setup Shift Listing. General Information In order to continue the wizard, at least one shift must be defined. To create a shift, choose "Create New" at the "shift" box. This results in a blanc form with following attributes» Shift Information Here you'll have to enter a representing code for the new shift. This code can have between 1 and 9 characters. Eg you can use the code "Ns" to represent the Night Shift or " " or "Night Shift" or..., it's up to you. Note that the schedule auto stretches when you enter a shift into a cell. (If you'd like to see as many days as possible, best thing to do is define shifts of one or two characters).» Additional Information This feature is optional, here you can enter a brief info about the working type code.» Glyph choose an icon that represents the created shift.» Shift Color Choosing 'default', will color the shift with the one selected at the shift color setting menu. Defining a color will colorize the text of the cell when assigning a shift to an employee. This way you can easily mark special shifts. es-software.net

72 72» Shift Information Here you'll have to enter when a shifts starts and ends, for this, a timeline is created that allows you to mark the shift range. A shift range can be interrupted. You can divide a shift into maximum seven segments. 1. Select the starthour of the shift on the timeline by clicking on it 2. Next, click & drag your mouse to the end hour 3. Finally, press the "ins" key on your keyboard to add a shift item To edit the item, you can drag and resize it. Or you can double click it to adjust the start & end hour. Following screen is than shown Note, a shift doesn't have to start on whole hours, you can use the option above to adjust the start & end time, or you can increase the timeline display unit by right clicking on it

73 Using ClockIt 73 Finally, if you want to delete an item, simply select it (by clicking) and press the "del" key on your keyboard. When you've entered all required data, choose save and the new shift will come available. To modify an already created shift, select it from the list an again, save when finished. (Because the shift has to be a unique identifier, you can't change it.) To remove a listed shift, select it and choose "Remove", this is saved automatically. Availability Here you can adjust the frequency by witch the shift has to be assigned each day. If a shift is assigned to more employees than defined here, a warning will be showed at the information bar at the bottom of the schedule. Check the holiday box if you'd like to use a different frequency on those days. If unchecked, the normal frequency of that day will be used Setup Schedule Range Setup Schedule Range. Here you can change the start and end day of your schedule. Simply adjust the range, after exiting the setup menu, the grid range will be adjusted (not undo-able) es-software.net

74 74 Here, you can also change the 'first day of the week', depending on your region choose either Monday, Sunday or Saturday. Note The new start date cannot be higher then the current schedule end date! If you want this, it's advised to use the wizard to create a new schedule with this one as a template Setup Holidays Setup Holidays. Here you can add/edit holidays for the month you're scheduling for or change the region. New in this version is that you can choose from a holiday template, just select your country in the list. If your country is not listed, you can either create a template file (advanced) or use the custom region selection.

75 Using ClockIt 75 To add a holiday, either, use the spin button to select the day, or click on the desired day on the calendar. Next enter a name for this holiday and click on the Add button.to remove a holiday, select it in the list and click on the Remove button (only visible after selecting a holiday from the list). Remark Changes to holidays are automatically saved, regardless whether you choose save or discard changes when exiting the setup menu Setup Attendance Setup Attendance. When you setup your schedule, this is based upon "ideal" circumstances. However, an employee can get sick, come in the late, work overtime... First, you'll need to setup the attendance types. For this go to menu > options > settings > schedule setup > attendance es-software.net

76 76 In this example, the types "OverTime", "Absent Time" and "Sick" are created. Note the column action to take regarding worked hours, this will indicate wether the default time of the assigned shift should be increased or decreased when the attendance type is added at a day for a given employee. For example, if you have a shift that has a worked time of 8 hours, but your employee comes in half an hour to late. Then you can add an absent time of 30 minutes, making the actual worked time 7.30 hours. This because the type absent time is set up to subtract. Besides subtract, you can also choose between add and none Setup Shift Groups Setup Shift groups. Here, you can create/adjust your custom queries. A custom query is a collection of different shifts. Eg. The Query "Morning" contains the shift 06H00-14H00 and the shift 09H00-17H00. When selecting this query, a summation of all occurrences of both shifts will be made at the schedule grid, and placed in de corresponding cell of the "Custom Query" grid.

77 Using ClockIt 77 To create a new "Custom Query", choose "Create New Custom Query" from the list, next enter a name that represents this shift and check all shifts that should be used to calculate the query. Click on the save changes button to save the query. To adjust an existing addition, select it from the list and hit the remove button Color Setup Setup Schedule Grid Setup Schedule Grid - Color Setup Schedule Grid - Color. Here you can adjust the color of weekend & holidays. And change the standard font color of the shifts. (To setup individual shift colors go to the shift setup instead) es-software.net

78 78 Here, you can also define the show bands property. A band is a colored row used to get a clear view of employees and assigned shifts. You can define a primary and a secondary color and length. The Color property defines the color that will be used to fill the band. The length property defines the amount of consecutive rows that use the same band color. Remark Visible bands will also be printed. Even the month (this includes all cells of the first row and column) and other fixed cell can be adjusted. Define your one color scheme and make your schedule looklike this

79 Using ClockIt 79 In case you don't want ClockIt to autoadjust row heights and/or column widths, you can deselect the boxes. To adjust the cell allignment, simply select center, left justify or right justify Setup Schedule Grid - Headers Setup Schedule Grid - Headers Here you can setup the header visibility and date format To show or hide the week and/or month header, (un)check the box beside it. An update on how your 'restyled schedule would look is displayed on the right. It's also possible to add custom date formats for your montyear and day header. These can be selected from the list, adjusted or new created Setup Schedule Grid - Employee Format Setup Schedule Grid - Headers Here you can setup the display format of your employee list es-software.net

80 80 To adjust the employee's name listing, select (or create) the format you'd like from the drop down box. Combinations of First Name, Last Name and initials are possible Setup Query Colors Query Color Setup Query Color Here you can set background colors per query (Shift/Day, Custom Query & Employee/ Shifts). This can result in following query view

81 Using ClockIt 81 How to set a background color? Query Click on this cell to select the query (Custom Query, Employee/Shifts, Shifts/ Days) Selection I For the Employee/Shifts and Shifts/Days queries, you can select a shift on which the background color has to apply. For the Custom Query, you can select one of the queries you've created. Selection II For the Shift/Days & Custom Query, you can choose out of all assigned 'departments' (only if you set the 'show info column in the setup menu), for the employee/ shifts query, you'll have to choose an employee. Value this contains two things in the first column, you'll have to choose an operand = Equal to > Greater than < Lower than In the second column, you have to enter the value that goes with the operand. This is part one of the formula you're creating. In the query, only results that accord to your formula, will be taken into account. Between part one and part two of the formula, you have to add a logical operator You can choose between AND & OR. Examples es-software.net

82 82 > 1 AND = 0 this will never happen as any value higher than 1 can't be equal to 0. >1 OR=0 This formula applies to all result of the query EXCEPT 1 itself. > 3 and < 5 All results that have 4 as value are taken into account. Color Here you can set the background color you wish to use when the query result meets the formula result. The two buttons on the right side of the grid, can be used to delete (-) the selected formula, or to copy (+) the selected formula to a new row (for easily adding similar formulas) To add a empty row, right click on the grid and select 'add row' Setup Leave Type Color Setup Leave Type Color Setup Leave Type Color Before assigning leave, you need to setup the different leave types. This can be done here In the first column, you have to specify the name of your leave type, in the next column the preferred color you want to use for this leave (when assigning leave, this color is used

83 Using ClockIt 83 to display the leave in the duty roster grid) In the last column, you can specify the ClockIt-Online leave type that corresponds with this. (This needs to be set, otherwise you can't download leave from ClockIt-Online) Setup Autoscheding Options Autoscheduling Settings Setup Autoscheduling options ClockIt Easy Schedule Creator can schedule your duty roster with one click on the button. For this, it is important to set all kind of settings on employee and shift level and general settings you can enter on this screen. To give an overview of actions performed by ClockIt First, every auto scheduling selection is divided into weeks and processed accordingly. Next for this selection basic checks are performed to identify all shifts that can be assigned to an employee on the given day. Next ClockIt checks which shift is best assigned for an employee on a specific day. (important) First ClockIt checks if the selection starts on the start day of the week. If this is the case, ClockIt will look at assignments in the week before to determine the es-software.net

84 84 scheduling profile. (for instance if the employee works in alternating shifts) Or when starting in the middle of the week (not on the start day of the week), ClockIt will look at all days in this week that aren't in your selection. When this is processed, some shifts that where the result of the first iteration, may have been withhold. This is the second iteration. Next, weekend work & day offs are set. After this, it is still possible multiple shifts are available for this employee on that day. For this, a mathematical function was created that takes following into account number of employees that can work this shift (if only a small percentage of your employees can work a certain shift, this has a higher priority than a shift that can be assigned to anyone. number of times the shift is already assigned minimum number that a shift assignment has to occur per day (this is where the bottom left selections in the settings are used - see image) After this, each employee has only one shift assignment. Finally, ClockIt checks if a the maximum allowed working hours are met, if not it will assign 'days off' (blanc shifts) to compensate. Afterwards some extra checks are done that result in additional iterations. Because ClockIt uses previous assignments to build on, it is necessary to have a good starting schedule. More information and tips & tricks can be found on the website Functions Setup Autoscheduling - Function options For some duty rosters, it is required that a group of employees have a minimum and or maximum number of assignments for a given day. These settings can be managed here. The "group of employees" is based on the "function" field that can be found at the employee settings screen.

85 Using ClockIt 85 Per function, you can set the minimum and maximum number of occurrences allowed for a given day Shift Groups Setup Autoscheduling - Shift Group options For some duty rosters, it is required that a group of shfits have a minimum and or maximum number of occurrences on a given day. These settings can be managed here. The "Shift Group" is based on the settings of the "Shift Group" screen. es-software.net

86 86 Per shift group, you can set the minimum and maximum number of occurrences allowed for a given day Options Setup Backup Setup Backup. This option allows creating automatic backup files, press on the enable/disable button to allow backup creation, next enter a backup directory. (Standard c\temp). Also select a time period on which a backup file will be created. The file name of the backup files is created as follows [name of the file] + [day of month] + [_] + [month] + [_] + [year] + [_] + [hour] + [_] + [minutes] + [seconds]

87 Using ClockIt Setup Information Bar Setup Information Bar. On this page, you can select for which actions a message has to appear at the information bar at the bottom of the schedule. (If you can't see this bar, go to the menu > Options > Show Information Bar). es-software.net

88 88 With version 1 of the ClockIt Schedule Helper, following action will be shown at the information bar» Shift actions assigning + checking if assignment is valid» Editing actions copy-past, undo-redo, quick insert, replace» File actions open, save, backup Setup Us. If have a question, an idea to enhance ClockIt, if you found a bug or have a comment, feel free to mail us either by using your default client (eg outlook) or by using our online form.

89 Using ClockIt Printing Schedule Printing 89 Schedule Printing. Select the days (must be a continuous selection) you want to print, next click on the print preview button or the print button to print the selection. When no selection is made, the whole grid will be printed. It is possible to select the horizontal and or the vertical range of the print-out. This can be done by holding the control-key and dragging the mouse. When you only need to print a certain month/week/day/... simply double click on the header, and all corresponding cells will be automatically selected! es-software.net

90 Page Settings Page Settings. In the menu file > Page Settings, you'll get an overview of the printable queries. (You can only setup visible queries).

91 Using ClockIt 91 When clicking on one of the submenu items, you'll get following view Here, you'll be able to change all kinds of settings concerning grid layout.most of them are self explaining, just a quick word about the "general" frame es-software.net

92 92 Fit to page Here you can choose whether you want to stretch or shrink the grid to the paper width & height, or never use a compression.when choosing "Always" or "Shrink to fit", the grid (no matter how large) will be reduced to one page. Behaviour The check boxes below tell the program how to print certain things, like graphics, first rows and columns, Repeat Fixed Columns check when you want ClockIt to print the column with the employees names each time a new page is printed. (if not checked, only page one will have the employee names) 2. Repeat Fixed Rows same as above but for month/week/day/.. information 3. Print Graphics When unchecked, and you want to print in "icon mode", you'll print an empty grid. This comes in handy when the employees have a say in the allocation of tasks. This way you can pass the schedule out and let them fill in their preferences. 4. AutoSize Columns/Rows when checked, this avoids unnecessary blanks 5. Center on page Well... center the grid on the printout. See also Printer Settings QueryPrinting Query Printing. In the menu file > print, you'll get an overview of the printable queries. (You can only print visible queries, unvisible queries are grayed out).

93 Using ClockIt 93 When selecting a query to print, you'll first get a preview, this gives you a view what information will be visible on the printout. Click on the print button to continue, or the close button to cancel the print. To adjust the print settings, either change the printer properties (printer name, paper size) or set the page settings (titles, marges, layout) es-software.net

94 Password Protection Set Password Set Password. With the file protection you can set a password for full and / or view access. To set a password, click on the menu File > Set File Protection. Next following screen is presented To set a protection, you'll need to check to box beside the protection kind. Next you'll have to enter & repeat your password. As you can see. Protection can be set on two levels full access and view access.

95 Using ClockIt 95 If you don't set a password, any user can open the file. In most cases you'd like to set a protection for full access and allow viewing the file. Thus only the first password should be set. To remove a password, simply uncheck the box besides the protection kind and click the OK-button Open Password Protected File Open Password Protected File. To open a password protected file... you'll have to know the password! Following screen is displayed when loading a protected file There are two fields to enter the password for the corresponding access type. (full or view) If you have entered a correct password, or in case no password was set for the access type, you'll see a yellow lock beside the field. Clicking on this button results in loading the file with the selected access type. If you have entered a wrong password you'll see a gray lock. This remains gray until a correct password is given. es-software.net