Join Nick Brazzi for an in-depth discussion in this video Navigate the schedule on the website, part of Microsoft StaffHub Essential Training.
- [Instructor] So far, in this course, we've been looking at the schedule one week at a time. Let's widen our focus in this movie and talk about options for jumping around on the calendar and looking at different blocks of time. Since we're not talking about editing the schedule, only different ways of viewing it, this movie will be useful for both managers and staff workers who use the website. Clearly, looking at the schedule a week at a time is the standard, but at the top of the window, we have some options for different views. Currently, the week view is selected, but if I click on day, now I see the schedule for only one day at a time.
Now, I'm looking at a Sunday and I don't have any shifts scheduled this day, so I might want to hit the arrow button on the right side or the left side of the window to skip to a different day. And now, I can see the information for that day. If I skip ahead to the next day, I can even see the day notes for that day, as well as the shifts that are scheduled. There's also a month view. So, if I click on month up here at the top, I see the entire month at a glance. And it's easy to see here the schedules that have been published and the ones that have not been published.
This week has been published, but this week all of the shifts still have those gray diagonal lines, so that week has not yet been published. And if I had other shifts scheduled out for the rest of the month, I would see them here. Whether you're looking at the week view or the month view, you can click on a specific day up here at the top and it will jump you directly to that day and it will jump to the day view, so you can look at that one day by itself. Now, there's also a button here at the top for today. This will always jump you to the current day.
So, if I click on today, I'm actually recording this on February 1st, so it jumps to that day on the schedule. And you can use the today button whether you're in the day view, the week view, or the month view. So, for example, if I go to the week view and I use the arrows to jump to a different week on the schedule, I can always go back, hit the today view, and I'll still be in the week view, but it jumps me to this specific day. If you ever need to jump to a very specific date at some point in the past or the future, you can hit this button that says go to.
And then, I have this mini calendar with arrows in the top left and top right, so I could skip to a completely different month, and here in April, I could pick out a day and it takes me directly to the schedule for that day. I'm still in the week view, but I'm looking at the day that I clicked on. Now, of course, I have not scheduled anything for this week, so it might be better to go back to the button labeled today to go back to today's schedule. Then, I want to look at this button labeled ungroup. Earlier in this course, we talked about organizing your staff members into groups and we have that represented here.
I have the managers group and there's only one person in that group. The tellers group has three people. Account specialists has one person. If you go back up to the top and you hit on group, it removes the division of those groups. So now, I can see all of my people just sort of thrown together and there's no division between them. And this might be an easier way of looking at your schedule or it might be important to you to see the different groups separated, so you can always come back here, click on group again, and they separate again by groups.
Then, also up here on this toolbar on the far left, we skipped something. There is a menu here. If I click on this, it opens up and I see two options. You can switch between the manage mode and the overview mode. So far, we've been looking at the manage mode, so let's switch to overview. In the overview mode, you cannot make changes and you do not see the names of the team members scheduled for each day. Instead, you see the hours where you have employee coverage and how many team members are working on a given day.
And this helps you identify if you have any gaps in your schedule where you don't have anybody set up to work or if you know a specific day will be very busy, you can make sure that you have more than one team member on staff, something like that. So, when I look at Monday, I can see that I have two members scheduled, but on Tuesday, I only have one person scheduled. And if Tuesday is going to be a busy day, I know that I might want to go back and schedule another person on that day. And when I'm finished with this mode, I can go back to the toolbar, open up this menu again, go back to the manage view, and if I were the manager, I could continue making changes to the schedule.
Finally, I want to make sure we acknowledge some valuable information that appears on the schedule. If we take a look on the days up here at the top, I can see a number of hours. So, this is telling me on Monday the 30th, I have people scheduled for a total of 16.5 hours. So, if we added together all of the hours for Lea and Stewart, it would add up to 16.5 hours. So, you can tell for each day how many hours are being worked by all of your employees. And then, if I look at each individual person, I can see a total of how many hours they're working for that particular week or if I were in the month view, I can see how many hours they're working for the entire month.
But let's go back to the week view for a moment because I want you to see how it does this math. If I were to actually count how many hours there were between nine and 6:30 and add that up for all five of these days, it would be more than 41 hours. What it's doing here is it's actually subtracting all of the time that I plugged into these shifts for break time. So, each of these shifts has 60 minutes of break time. It's calculating that in and it's showing me how much time they're actually working. And this can be really useful, particularly in the United States.
Typically, you can only have people scheduled to work 40 hours a week before you have to start paying them overtime. So, a lot of managers need to make sure that they keep the schedule under 40 hours a week for each person. And I can see that I have Lea scheduled for 41 hours. I might need to make some changes. So, this is very valuable information. So now, you should be able to look at your schedule in different views, week view, month view, day view, or you can skip around to different time periods and you can organize your information in different ways.
In this course instructor Nick Brazzi shows managers and employees what they need to know to use StaffHub. He begins by showing how to create a team in StaffHub, invite employees to join teams, and organize employees staff into groups. Next, Nick covers all the aspects of work schedules—from how to create, modify, and view schedules to how employees can work together to cover shifts. He shows how to send messages to team members, share files with team members, and post communications using Day Notes. Lastly, Nick covers how to modify StaffHub settings to tailor it to your company and team.
- Creating teams and groups
- Managing teams
- Accepting invitations
- Managing multiple active teams
- Building a schedule
- Setting shifts
- Viewing a schedule
- Requesting time off
- Requesting to swap a shift
- Approving swaps
- Approving time off requests
- Sending messages
- Sharing files with teams