Scheduling allows you to enter your employees' working schedules by hours and days off, as well as the operating hours of any resources you use. This information is extremely useful in conjunction with the
Appointment Book feature.
You can access the Scheduling feature by clicking the Schedule button/icon, or by selecting Scheduling
from the Employees drop-down menu.
Color Codes: the Scheduling screen can be color coded for employee and resources non-availability. The color codes include:
l Working
l Off: Regular Day l Off: Vacation Day l Off: Illness
l Off: Personal Business l Off: Other Reason l No Schedule Entered
1. Double-click on the box containing the item to change the color for in the Color Codes section at the bottom of the Scheduling screen, i.e. the Working box.
2. The Color screen will appear. 3. Select the new color and click OK.
4. Repeat Steps 1-3 to change the color for the remaining items if desired.
Copy Employee Schedules: 123Pet has the ability to copy one employee's schedule to one or more other employees. This saves time when several employees have similar schedules.
1. Click the Copy Schedules button under the General Options menu on the left.
2. In the Source employee field, select the employee with the schedule that will be copied to other employees.
3. In the Start date field, select the beginning of the copy range. 4. In the End date field, select the last date of the copy range.
5. In the box labeled Copy schedule to, select the employees to receive the same schedule as the source employee.
6. Click Copy.
7. Click OK and then Close to return the Scheduling screen.
Schedule Working Days: working days are the normally scheduled days and times that a single employee will be working.
1. Go to the Date section at the bottom of the Scheduling screen and select from the following display choices:
l Upcoming week: displays a week from the current date on your computer clock l Single date: select a single date from the calendar
l Range: select a range of dates from start to end on the calendar
2. The names of employees selected for scheduling will appear on the left of the white grid in a column. 3. Click to highlight the cell in the same row that the employee's name is found, underneath the
appropriate date.
4. Click the Edit Schedule button in the upper-left portion of the screen. 5. The Modify Schedule screen will appear.
6. Select Working under the Status section.
7. In the Working Hours section, click the mouse on the Start field and enter the employee's normal starting time. If it is a morning starting time, you must enter AM or "a".
8. Enter the employee's ending time in the End field. 9. Click the Add button.
10. Only enter in the times the employee is working. Do not include non-working times such as lunches and breaks. For example, entering 9:00 AM to 12:00 PM then 1:00 PM to 5:00 PM will indicate that the employee is gone from noon to 1:00 PM. You can add multiple start and ending times for an employee to reflect lunch hours or other time off. Continue adding start and end times until you have entered the employee's schedule for that day.
11. Click OK to return to the Scheduling screen.
Scheduling Off Days: off days can be scheduled for a variety of reasons: sickness, vacation, personal business, etc. You can quickly and easily mark a group of days as days off. Select the appropriate days by first clicking the mouse under the appropriate day. Hold the Shift key down and then click the mouse in the appropriate ending day box. Click the Mark as Day(s) Off button. Click Yes to mark these as days off. Days off can also be scheduled as recurring days the same as regularly worked days.
1. The names of employees selected for scheduling will appear on the left of the white grid in a column. 2. Click to highlight the cell in the same row that the employee's name is found, underneath the
appropriate date.
3. Click the Edit Schedule button in the upper left portion of the screen. 4. The Modify Schedule window will appear.
5. Select from the following off choices in the Status section:
l Off: Regular Day: regularly scheduled day off l Off: Vacation Day: scheduled vacation day off l Off: Illness: unplanned sick day off
l Off: Personal Business: scheduled personal day off, or unplanned personal day off l Off: Other Reason: day off for reasons other than those listed
7. Click OK to return to the Scheduling screen.
Scheduling Recurring Days: 123Pet allows you to enter schedules on a day-to-day basis, but you can also enter a recurring schedule to avoid entering the same schedule over and over.
1. The names of employees selected for scheduling will appear on the left of the white grid in a column. 2. Click to highlight the cell in the same row that the employee's name is found, underneath the
appropriate date.
3. Click the Edit Schedule button in the upper left portion of the screen. 4. The Modify Schedule window will appear.
6. In the Working Hours section, click the mouse on the Start field and enter the employee's starting time.
7. In the End field, enter the employee's ending time. 8. Click the Add button.
9. You can add multiple start and ending times for an employee to reflect lunch hours or other time off. Continue adding start and end times until you have entered the employee's schedule for that day. 10. Click the Recurring button toward the top of the Modify Schedule screen in the Date section. 11. The Recurring Dates screen will appear.
12. Click the Add Multiple Dates button.
13. The Add Multiple Dates screen will appear.
14. Select the start of recurrence and end of recurrence dates.
15. In the Recurrence section, select if you want the recurrence to be:
l Daily: the selected schedule will occur every day
l Weekly: the selected schedule will occur on the selected day(s) of the week each week l Monthly: the selected schedule will occur on the selected day for the selected amount of
months
16. Select the reccurence start date.
17. Select either the amount of recurrences to schedule or a recurrence end date. You can click the Test
button to view the dates that will be added.
18. Click OK when done to return to the Recurring Dates screen. 19. Click OK to return to the Modify Schedule screen.
20. Click OK to return to the Scheduling screen.
Scheduling Common Days: 123Pet has a feature that simplifies scheduling days that are common to multiple employees, such as holidays.
1. On the common day, such as a holiday, enter in the schedule for the first employee. The employee's schedule may most likely be Off: Other Reason, such as holiday.
2. Click the grid cell that you would like to copy the schedule from. 3. Click the Copy Grid Cell button.
4. Click in the grid cell that you would like the schedule copied to. To select multiple cells to copy to, click in the first grid cell that you would like the schedule copied to, hold down the Shift key while moving the mouse to highlight all cells that you desire.
5. Click the Paste Grid Cell button.