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Create Hourly Services Schedule - Video

Hourly Services Schedules are made per client. The Client Schedule Builder is designed to prevent scheduling over authorization, outside of authorization dates, and over the daily or weekly max.

Create New Hourly Services Schedule

  1. To create a new schedule for the next blank week, click Actions, then click New Schedule. Or, use the calendar or arrow icons to go to the desired week.
  2. If you want to use the same schedule as the previous week, click the Copy icon.
    1. Changes can be made to the schedule by right-clicking on individual entries or creating new entries by following the steps below.
  3. Click the blank cell on the day you wish to create a shift for.
  4. Set the start and end time and select the employee. Only employees with an active service account with this client and service code will appear. If you do not see an employee, verify that they have an active service account.
  5. Click Save
    1. Shifts cannot be saved if the employee is already scheduled somewhere else. To see an employee’s full schedule, go back to the Scheduling Module home page and click Employees on the sidebar.
    2. Shifts cannot be scheduled if the authorization has expired
  6. Click Yes on the confirmation window
  7. To edit existing entries, right-click on the entry then click Edit.
  8. To delete existing entries, right-click on the entry then click Delete.
  9. Repeat until schedule is complete for all services. Copy entries by dragging and dropping to a new cell.
  10. Click Publish
  11. Review exceptions and make changes as needed.
  12. Click Publish on the exceptions window

View Hourly Services Schedule

  1. Login to your personal profile
  2. Click Scheduling on the top bar.
  3. Click Clients on the sidebar.
  4. Use the search filters to find the desired client.
  5. Select the desired client by clicking anywhere in the client row. The schedule details will appear on the next screen with the current week’s schedule displayed.
  6. When you open a client’s schedule, you will see the current week’s schedule. The dates are listed across the top of the schedule. Each active funding account is listed in the far left column. You might need to use the scroll bar to see all accounts.
  7. There are several numbers listed on each service code. Hover over each number to find out what it represents.
    1. The first number is consumed weekly hours. This is the total of all pending and approved punches for the service code for the week.
    2. The second number is scheduled hours. This is the total hours of saved shifts for the week.
    3. The third and fourth numbers are the maximum available daily hours and weekly hours. These are both set on the authorization. You will receive a warning if you attempt to schedule over the maximum available daily hours.
    4. Hover over the “I” icon to see more authorization details, including the authorization end date and the remaining balance. You will not be able to create schedule entries beyond the end date or that exceed the remaining balance.
  8. The default view is a weekly view. To view an hourly view of one day, click “Day” or click “Today” to go to today’s schedule. To return to the Week view, click Week.
  9. You can easily navigate to other weeks by using the arrows or the calendar icon.
  10. There are several tools available to quickly make changes to your schedule.
    1. Click the trash icon to clear the current schedule.
    2. Click the copy icon to copy the schedule from the previous week.
    3. Click the printer icon to print the schedule.
  11. Right-click on any schedule entry to:
    1. View Details
    2. Edit the entry
    3. Delete the entry
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