Job Scheduling

Job Scheduling:

Job Scheduling acts as an enhancement to time logging that you do in Zoho People. With time logging, you can track time done on jobs and with Job Scheduling, you can define that a job should be done in a set time. Job Scheduling acts as an enhancement to time logging that you do in Zoho People. With time logging, you can track time done on jobs and with Job Scheduling, you can define that a job should be done in a set time. This gives a clearer and narrower picture of work done by employees. When you define that a job should be completed in the set time, you also have more accountability and a much easier way to track if employees were able to complete the job within the slot. On any given day, you can add multiple schedules depending on the time taken to complete each schedule. If an employee should be assigned to the same schedule every day or week or month, you can have this added automatically without you having to do it manually each time. There are also notifications that can set so that none of the employees misses out on any of their job schedules.

Pre-requisites:

In order to enable Reporting managers or Users to make use of Job Scheduling for your organization, you need to first define this in the Settings.

To define settings:

• Go to Timesheets > Settings > General Settings > Job Schedule Settings
• In 'Job Schedule View Permission', select Users/Administrator/Reporting Manager as required
• In 'Job Schedule Edit Permission', select Users/Administrator/Reporting Manager as required

Here, if you select Administrator, then the administrator of the account, location-based administrator for the account if any (configured under User Access Control > Roles ) and location-administrator for Timesheets module if any (Configured under User Access Control > Permissions > Admin Operations) will have access to view/edit the job schedules specific to those settings.

I.e - if a User/Employee is set as the location admin for India, then this User will be able to view the job schedules that are created for Users in the location. Similarly, if there is another User who is set as the location-based admin for the Timesheets module for China, then that User will be able to see all the job schedules of the Users in China.

If 'Reporting Manager' is chosen instead of 'Administrator', then the Reporting Manager will be able to view/edit/add/delete Job Schedules of sub-ordinates across all locations.

• Enable email notifications for published job schedules if required
• Enable Feeds notifications for published job schedules if required
• Click Submit

To add a schedule:

• Go to Timesheets > Job Schedule
• Go to the date column of the user for whom you would like to add the schedule and click to add schedule
• Select the Project and the Job name
• Enter the from and to time
• Give a description if needed
• Check the 'Repeat' box to repeat this schedule

• Under 'Repeats', select Daily or Weekly or Monthly
• Under 'Interval', enter the number based on your need

For eg., if you would like the job schedule to be followed once in two weeks, then you can give 2 in the number of days, select 'Week(s)' once and select the date until which the schedule should be repeated.

Any schedule that is repeated, becomes a Series.

• Click Save as Draft if you do not want to Publish the schedule

• Click Publish if you would like to Publish the schedule

To edit the schedule:

• Click on the schedule on the day or week view
• Make the required changes
• Click Publish

To delete the schedule:

• Click on the schedule in the day or week view
• Click on the 'delete' icon

To edit a series:

• Click on the schedule
• Click on 'Edit' in the 'Repeat' option
• Make the required changes
• Click Save Draft

You will get a pop-up where you can select that the edits done should be applicable to one of the following:

Only this schedule - Changes will be made only to the current schedule 

This and the following schedule in this series - Changes will be made to the current schedule and to the upcoming schedules of the series

Entire series - Changes will be made to the entire series (including previous dates)

• Click Publish to get the changed schedule published

To delete a series:

• Click on the schedule
• Click on the delete icon

You will get a pop-up where you can select that the delete done should be applicable to one of the following:

Only this schedule - Only the current schedule will be deleted

This and the following schedule in this series - The current schedule and the upcoming schedules of the series will be deleted

Entire series - The entire series (including previous dates) will be deleted

Clone Schedule:

The 'Clone' option helps you copy the schedule(s) of the past day/week to the following day/week. If you have selected 'Day' view while using the 'Clone' option, then the schedule(s)of the day will get copied to the following day. If you have selected 'Week' while using the 'Clone' option, then the schedule(s) of the entire week will be cloned to the following week.

Views on the schedule:

There are two views on the job schedules that are created.

The Day view gives the details of all the schedules for the entire day. You will be able to see the schedules displayed horizontally, with the option to drag and extend the scheduled hours. While doing this, if there is another schedule during the same slot, you will not be able to add a new schedule. You can also click on the schedule in the day view to edit it.

The Week view gives the details of all the job schedules for a user across the week that is chosen. You can scroll up or down to navigate to other Users.

To view Job Schedules of specific locations or departments:

• Click on the filter icon
• Make the selection from the drop-downs as required
• Click Search

To Print/Export/Download:

• Click on the ellipsis icon in the day/week view and select the required option

Hide in Job Schedule View: 

In case you do not want the schedules of Weekend(s), Holidays, Leave to be viewed in the job schedule view, you can disable it. Follow the steps given below. 

• Navigate to General Settings > Job Schedule Settings
• In 'Hide in Job Schedule View', select Weekend(s)/Holidays/Leave or all based on your need
• Click Submit 

Notifications:

For each published Job Schedule, there can be email/Feeds notifications that can be enabled/disabled.

• Navigate to Timesheets > Settings > General Settings > Job Schedule Settings
• Under Email and Feeds notifications for publish Job Schedule(s), check the enable/disable option
• Click Submit

Reports:

Summary Report:

The Scheduled Vs Worked Hours report gives a comparison of total time logged by a User against the number of hours of work done within the schedule.

Terminologies in the Report:

• Scheduled Hours: The total number of hours that is scheduled for the job
• Logged Hours :

Total: The total number of hours logged by the User (through manual or timer method)

Overtime/Deviation: This is the difference between the logged hours and the scheduled hours

For example, assume that a User has logged a timer entry from 10 am to 6 pm. Consider that there is a schedule from 5 pm to 7 pm.

Here, total logged hours = 8 hours

Total Scheduled hours = 2 hours

So, there is an overtime of 6 hours

• Within the Schedule:

Total Hours: This is the total number of hours logged by a User within the scheduled hours. Hours logged through Timer will only be shown here. The time logged through manual methods (either by entering the total hours of by entering the Start and End time) will not be considered. If the time has been logged manually,  it will show only in the Logged Hours and not in the Total Hours within the schedule. In the Total Hours (Within the schedule), the count will be seen as 0.

Overtime/Deviation:

This is the difference between Scheduled hours and total hours logged within the schedule. If the total hours logged within the schedule is more than the scheduled hours, then it will show as Overtime. If it is less, then it will show as Deviation (as a negative value)

Consider this scenario.

For example, assume that a User has logged a timer entry from 10 am to 6 pm. Consider that there is a schedule from 5 pm to 7 pm.

So, total scheduled hours = 2 hours

Here, total logged hours within the schedule = 1 hour ( 5 - 6 pm)

Therefore, there is a deviation of 1 hour.

Assume that the schedule is from 6 pm to 8 pm, then the deviation will be 2 hours, although on the total logged hours there is an overtime of 6 hours.

Detailed Report:

The detailed reports give complete details of logged hours and hours worked within the schedule for a chosen period for an employee. You can also view this report for a customized period by clicking on the filter icon. This report can also be exported or download by clicking on the ellipsis icon.