Units/Vehicles belong to a physical Base. Bases contain the Address & Phone numbers of each base.
The Unit/Vehicle page contains the Days & Times each Unit should be staffed.
Users are assigned to a Unit/Vehicle from their User Profile.
When the Monthly Calendar is made, the information from the Units & Users Assigned to the Units, combine to create the calendar events.
To Organize the Edit Schedule page & Main Calendar, you can create settings in the Views/Division menu to group & filter specific Units.
| Views/Divisions | Divisions allow you to create Custom Filtered views of Units and Vehicles. I.e. Day Time, Night Time, Special Events, Admin, etc., and only show the units you designate. Used on Main Calendar and Edit Today’s Schedule pages |
Schedule Setup [24/48 or 24/72, Pay Period Start Date]
Configure the Core Scheduling options including Pay Periods, Shift Letters, Default Shift Times, and more
Scheduling Settings
| ABC vs ABCD Operation | Determines Basic ‘Shift’ Operations between 24/48 (ABC), 24/72 (ABCD) and 48/96 (AABBCC) Operations. If your system uses a non-standard ABC/ABCD model (i.e. Pattern) then this setting Will Not Apply) |
| Date Your Shift Letter Pattern Starts | For 24/48 or 24/72 Scheduling this will generate the A, B, C, D letter for each day. NOTE: Date must be in the past. If your system uses a non-standard ABC/ABCD model (i.e. Pattern) then this setting is the start date of your pattern |
| Week Begins On | Select the week start date for the monthly calendar. If using a Monthly or Bimonthly Pay Period, this will also determine the start of the week for Overtime calculations |
| Custom Shift Letter Pattern (Using Letters A-D) | Your custom shift letters will have a pattern such as ABCBCABBC etc. Enter this pattern and set the Start Date in the following field of when this pattern will begin. You can determine the start of the pattern by looking at your monthly calendar and finding when the pattern repeats – such as 4 days off for a particular shift. Then add the shift letters in this box until the pattern repeats. Contact iOps360 for assistance ANYTIME |
| Default Shift Start Time | The typical time that Units/Vehicles begin operating each day |
| Default Shift Hours | The typical number of hours that your Units/Vehicles operate each day |
| Time Cards Basis | The time cards data can come from Scheduled Events (You were scheduled 24 hours) or Time Stamps / Clock In Out (You clocked in at 07:56 AM) |
| Split Users’ Hours At Midnight (Time Card / Clock In) | On both Time Cards and Clock In/Out, User’s Hours can automatically stop at midnight and roll over on to the next day – OR – User’s Hours will all be counted on the Starting Date |
| Split Users’ Hours At Midnight (Worked Hours Calculations) | For hours worked calculations, shift hours can stop at midnight as the day rolls over, or all hours count on the beginning day. I.e. 08:00-08:00 at the end of the pay week. The 00:00-08:00 portion can be attributed to the next pay week or stay with the prior week |
| Allow x Minutes Of Event Overlap On Coverage Checks | In the Schedule Editor, the Events will be checked for complete coverage. If one event overlaps another Event, a warning will be generated. This will allow events to overlap by x minutes to NOT create a warning |
| Show Users’ Year To Date Hours From Hire Date | In the Schedule Editor, Each user has an hour worked calculation next to their name. The last value in this can be the Year-To-Date Hours worked from the user’s Hire Date or a Custom Date (ie July 1st) that applies to all users. If you want to use Hire Date, select that. Otherwise, Enter the Custom Date after selecting Use System-Wide Date |
| Automatically Split 24 Hour Open Shifts & Leave Pending Coverage | If you have 24-hour shifts that are open or when a leave is approved to ‘Pending Coverage’, split the open shift into two 12 hour blocks. Some users may want to only pickup the first or second half which can assist with staff picking up the shift(s) |
Pay Periods
| Pay Period Type | Determine how your Pay Periods will operate. Normal is a set Starting Date and x Number of days. Monthly is each month (1st to End). Monthly Starting on Sunday will go back to the prior Sunday to the end of the Month. Bi-Monthly will be 1st-14th & 15th – End of Month. |
| Pay Period Length | The number of days in each pay period. This is used for pay period hours worked calculations and also on the main calendar pay periods |
| Start Date Of A Pay Period | Enter the start date of a pay period. This date must be in the past |
| Time Pay Periods Begin | Enter the start time of a pay period. This is used on hours worked calculations. Ie pay period begins at 08:00 |
Dashboard Graphics
| Dashboard Graphs | Enable the graphs on the home page dashboard for admin users | Enabled/Disabled |
| Approved Leave | Approved Swaps | Open Positions | Available Users | |
| Monday-Friday | Maximum number of Leaves allowed Monday through Friday | Maximum number of Swaps allowed Monday through Friday | The number of Open Positions Monday through Friday | The number of Available Users Monday through Friday |
| Saturday-Sunday | Maximum number of Leaves allowed on Saturday and Sunday | Maximum number of Swaps allowed on Saturday and Sunday | The number of Open Positions on Saturday and Sunday | The number of Available Users on Saturday and Sunday |
Permissions
| Enable “Day Summary” For All Users | Enables the Day Summary Page for all users. Allows all users to see the Edit Todays Schedule page but NOT allow any Editing or changes to the schedule |
| Enable Time Line Schedule Editor | The Time Line Editor allows a Quick Drag and Drop Schedule Editor. Simplified Views and less overhead than the Full Schedule Editor. Both Editors can be used at the Same Time |
| Allow Supervisor’s Daily Passdown To Be Shown On Home Page To All Users | Allows Non-Admin users to view the Supervisors’ Daily Passdown on the home page. Default is ‘No’ |
| Only “Sysop” Users can Create, Publish, and Rollback the Calendar | Normally Sysop and Super-Users can create, publish, and rollback a calendar. This will prevent Super-users from doing those tasks. Default is ‘No’ |
| Prevent Non-Admin Users From Viewing Other User’s Shifts / Partner | When enabled, non-admin users will only be able to see the events in the PAST and their future schedule. Will also hide the partner on the home page. Default is ‘No’ |
Visibility
| Highlight Admin Menu If Approval Needed | Show a Warning icon in the menu bar next to Schedule Admin when there are items needing approval (Time Off, Swap, etc.) |
| Show Warning If Event Is Not This Number Of Hours | Show a Warning icon next to ALL Events where the User is not working this number of hours. This will highlight any deviations from normal scheduling |
| Hide Shift Letter (A,B,C,D) | For customers that do not utilize the A, B, C, D Shift Letters, you can hide these from users to prevent confusion |
| Hide [PT] Next To Part-Time Users | For customers that do not utilize Full-Time staff and the majority of staff are Part Time, you can hide the Part-Time [PT] designations |
| Show Warning When Event Spans Into Next Day | On the Schedule Editor, a NEW day begins at the Start of each Unit’s Normal Time. A Warning can be shown to indicate an Event Starts too Early or Extends into the Next Day |
| Month Calendar – Hide Events From Prior Month / Next Month | On the Month calendar, this will hide the events from the prior month and the following month. Ie This month starts on Wednesday and this will hide the Sunday-Tuesday of the prior month spanning into this month |
Editing Quick Picks
iOps360 will automatically create the Full Shift, 1st Half, and 2nd Half quick picks for you. If your agency uses other times, you can add the times below which will over-ride the default times suggested in Edit Today’s Schedule and the TimeLine Editor
For more information, please visit our Schedule Setup help page.
Leave/Time Off Settings [Enable, Advanced Notice, Leave Accrual]
Configure the Leave System, Hours Tracking, Advanced Leave Notice, Leave Types and more
Time Off Settings
| Enable Time Off System | If enabled, Full Time users can submit Time Off Requests |
| Time Off Advanced Notice | Users must enter their Time Off Requests at least this many days in advance. 0 = No Limit |
| Time Off Maximum Days In Advance | Set the maximum number of days that a time-off request can be requested ahead of today’s date. 0 = No Limit |
| Exempt Admin Personnel From Swap Advanced Notice Restrictions and Time Off Advanced Note and Maximum Off Restrictions | Allow Admin users (SysOp, SuperUser, User Admin, Edit Schedule, Edit Time Stamps, Edit Your Own Time Stamps, Edit Leave Balances, or Supervisor) to request swaps and time-off requests even if they are within the Number Of Days required in Advance and/or the Maximum Number of People are already off that day. |
| Prevent New Time Off Requests If Not Requested Off By This Day Of The Month | Prevents users from submitting a new time off request if the request is not submitted by this day of the month. I.e. All time off requests must be submitted by the 15th of the month for the upcoming month |
| Prevent New Time Off Requests If More Than This Number Of Time Off Request Have Already Been Approved | Prevents users from submitting a time off request if there are already X number of time off requests APPROVED |
| Prevent New Time Off Requests If More Than This Number Of Time Off Request Have Already Been Approved OR Pending | Prevents users from submitting a time off request if there are already X number of time off requests APPROVED or PENDING |
| Only SysOp & SuperUsers can approve a Supervisor Leave Requests | Supervisors can modify the schedule and approve leave requests. Enable this setting so that leave requests for Supervisors must be approved by Sysop and SuperUsers only. Prevents supervisor from approving their own leave |
Hours Tracking
| Enable Leave Hours Tracking | If enabled, the scheduler will deduct hours from the User’s Leave Balances when a new time off request is created and will prevent a user from requesting time off it they do not have enough hours banked to fulfill the time off request |
| Users Must Have Time Off Hours Available Today For Time Off Requests | Choose if users must have the hours available in their Time Off Bank today OR if the user can request time off using hours the user WILL ACCRUE between now and the time off date |
| Hours Become Available | Leave hours are issued when the calendar is created but are not available until the Month/Pay Period/etc. begins. Choose when leave hours are available to the user |
| Custom Leave Hours Type #1 Name | You can name the Leave Hours Type #1 to another name (i.e. TFT, Comp Time, etc.) |
| Enable Custom Leave Hours Type #2 | You can Enable or Disable the Leave Hours Type #2 |
Other Options
| Force Email Supervisors With New Time Off Request Received | If the schedule has not been made for the user’s time off date, the scheduler will not email you (I.e. time off request 6 months from today). Enabling this feature will force the scheduler to email the supervisor for the user regardless of the schedule not being made that far in advance. Default is ‘No’ |
| Only Sysop Level Access Can Modify Time Off Exclusions | Prevents supervisors and anyone without sysop permission from modifying a time-off request. Default is ‘No’ |
| Enable “Time For Time” Shifts | Enables you to mark shifts as a ‘TFT Shift’ which will give a user 1.5 times the Shift Hours As Custom Leave Hours #1 Type (i.e. Comp Time) Default is ‘Disabled’ |
| Enable User-Based Kelly Days | Enable the Kelly Day feature to Auto Grant a time off request when the user’s Kelly Day occurs. Kelly days are designated in each full-time user’s profile. Default is ‘Disabled’ |
| Always Show Approved & Pending Time Off On Calendar Even If Not Published Yet | Allows Non-Admin users to see all Pending & Approved Leave on the Month Calendar even if the month is not published yet. Useful when users should be allowed to see who is already on leave. Default is ‘Disabled’ |
Quick Picks
| Override Default Quick Pick Times | By enabling this option, you can enter the specific times that are suggested to the users for Availability. Turning this option off will reset any custom choices and use the system recommended values for the first half and second half |
For more information, please visit our Leave/Time Off Settings [Enable, Advanced Notice, Leave Accrual] help page.
Swap/Trade Settings [Enable, Advance Notice, Approvals]
Configure the Swaps System including which types of Swaps are allowed, Advanced Notice, Swap Event Ownership and more
| Enable Shift Swaps | Enable or disable the Shift Swap feature. Also allows swaps to be only for the entire shift or for a portion of the working shift |
| Partial Shift Swaps + Give-Aways, User #1 Will Go On Leave | If the Leave System is enabled, force User #1 to go on Leave during the time of the Partial Shift Swap Or during Shift Give-Aways. Default is ‘Yes’ |
| Swap Advanced Notice | The number of days swaps must be entered in advance. 0 = No Limit |
| Swaps Require Both Supervisors For Approval | Requires that a Supervisor for User #1 and User #2 approve the shift swap. Default is ‘Either Supervisor’ |
| Event Ownership Changes | When a Swap is approved, the Events will be renamed from User #1 to User #2, changing the ownership of the event. This will reflect on time cards and scheduled event pages. If you want to only put a note on the event showing that User #2 is covering the event for User #1, then select ‘..A Note Is Added’. If User #1 should be compensated on time cards even if User #2 is working, select ‘..A Note Is Added’ |
| Exempt Admin Personnel From Swap Advanced Notice Restrictions and Time Off Advanced Note and Maximum Off Restrictions | Allow Admin users (SysOp, SuperUser, User Admin, Edit Schedule, Edit Time Stamps, Edit Your Own Time Stamps, Edit Leave Balances, or Supervisor) to request swaps and time-off requests even if they are within the Number Of Days required in Advance and/or the Maximum Number of People who are already off that day. |
| Shift Swaps Must Be In The Same Work Week/Pay Period | Prevents users from swapping if the events are not in the same workweek (Sunday-Saturday). Default is ‘No’ |
| Swap Hours Will Count Towards User Requesting Swap (Not Commonly Used) | When two users swap, the person actually working will have those hours counted as hours worked. But if your system wants the Swap Requestor (User NOT Working) to have the hours counted towards their hours worked counts (Week/PP/Mo/YTD), enable this value. (Default = No) |
Availability Settings [Hide Once Used, Day to Prompt Users]
Configure the Availability settings to prompt Part-Time users for Availability, Set Users Ability to Edit Availability, and more
| Enable Availability | Part-Time Users (and Full-Time Users for Hire Backs) can enter the days they are available to work. This availability can be used to cover Leave and Open shifts |
| Show Message That Availability Is Due By | The date is shown to users to enter their Availability for the upcoming month(s). You can set up a Recurring Page/Email to also notify staff of this |
| Allow Users To Edit Their Availability Only If This Number Of Days In Advance | Prevent users from editing their Availability if the Availability Date is within this number of days from today |
| Which Users Can See All Availability (Month Calendars & iOps360 App) | Determine which users can see all staff availability. Default is Any Admin (Supervisors/Sysop/User Admins). To Enable all staff to see all available users, select All Users |
| Number Of Months In Advance For User Availability | Set this to the number of months in advance you want User Availability. If you want Availability on the 15th for the upcoming month, set this to 1 month. If you want Availability on the 15th of this month for 2 months from now, then set to 2. |
| Hide User Availability If The User Is Utilized For Any Part Of Their Availability | For Example, If a User is available for 24 Hours, but you only utilize them for the first half, should the User be hidden from the available Staff List (Edit Today’s Schedule) or should the Remainder of the Availability be shown (i.e. the Second half) |
| Override Default Quick Pick Times | By enabling this option, you can enter the specific times that are suggested to the users for Availability. Turning this option off will reset any custom choices and use the system recommended values for the first half and second half |
| Prevent Users From Entering Custom Availability Times | Enabling this option will Force users to select from the suggested Quick Pick times. This will streamline the hours your staff submits that they are available but may allow less flexibility for your staff. |
| Enable Auto Staff | Auto Staff will allow iOps360 to automatically fill in Available staff members into Open Shifts according to your rules. Auto Staff can be automatically run after the calendar is created, or on-demand if needed |
Schedule Integrations [ICS Link & Embedding]
You can integrate iOps360 with your Microsoft Calendar, Google Calendar, etc. with an ICS file. This allows you to see all of the events in your life, work, and personal, in one place to make sure that your time is optimized. You can also view the Public Class Calendars to see when classes are available to take.
Time Card Holidays
Create and edit the Upcoming Holidays on your time card to allow special time codes and pay rates on these dates
Time Card User Groups
Create and edit custom groups of time card Users to allow for quick review and approval of designated users
Shift Templates
Shift Templates are the most complex method of Scheduling in iOps360 and is not typically used. Templates are necessary if users work on varying units at varying times of the day.
Self Scheduling Setup
Full-time users are put into groups and can pick the days they want to work. Once the first group has picked their shifts, the next group will pick from the remaining shifts
| Self Scheduling Setup | Basic setup for the Self-Scheduling features |
| Groups & Users | Assign users to a Self Scheduling Group |
| Units Enabled for Self Scheduling | Designate which units are enabled for Self Scheduling |
| Requirements List for Users | Create and edit the Requirement for users including how many weekend shifts and max number of shifts for units |
Rest Periods [Sets Minimum Time Off Between Shifts]
Allows you to set a minimum rest period between user shifts (i.e. If a user works 3 shifts in a row and each shift is at least 8.0 hours long, then the user must have an 8.0 hour rest period before returning to work)
| Name | Name for this Rest Period Rule |
| Shift Count | The Minimum Number of Shifts a User must work Sequentially to invoke this rule |
| Minimum Hours | The Minimum Number of Hours for a User’s Shift to be included as a Worked Shift |
| Rest Period | The Minimum Number of Hours a User must be Off before they are allowed to Return to Work |
| Supervisor Overide | If Enabled, Supervisors will receive a warning when the rule has been violated and able to Override. If Disabled, Supervisors will not be able to make schedule changes hat Violate the Rest Period Rule |
| Units Count | Number of Units involved with this Rest Period |
| Units | Units involved with this Rest Period |
Lunch Breaks [Set Default Lunch Break Times]
Configure the Lunch Breaks for each unit.
Event Flags
Custom attributes that can be attached to Events including Extra Overtime, Mandatory Over Time, etc. These will be used in the Schedule Export into your HR program to ensure correct event coding