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Zignyl Management Portal - Scheduling

This article gives an overview of scheduling on the Zignyl Management Portal

The Scheduling module allows you to build efficient schedules, manage labor costs against sales forecasts, and communicate shifts to your team instantly.
To access the scheduler, click Scheduling in the main navigation and select your location.
1. The Scheduling Interface
The scheduler gives you a complete view of your labor for the week.
  • Date Range: Use the dropdown in the top left to switch weeks.
    • Note: The day your work week begins (e.g., Monday vs. Sunday) is determined in your Location Settings.
  • The Grid:
    • Rows: Each employee has their own row.
    • Columns: Each day of the week.
    • Totals: The bottom row displays total hours scheduled per day. The far-right column displays total hours scheduled per employee for the week.
  • The Toolbar: Located at the top right:
    • Filter Groups: View only specific teams (e.g., "Managers").
    • Edit Groups: Create or modify your employee groupings.
    • Print Schedule: Generates a printable PDF of the view.
    • Copy Previous Schedule: Copies all shifts from the previous week.
    • Clear All: Wipes the current week's draft slate clean.
2. Employee Quick-Settings (Gear Icon)
You don't need to leave the scheduler to update basic employee constraints.
  1. Hover over an employee's name in the left column.
  2. A Gear Icon will appear. Click it to:
    • Set a Default Schedule (their typical recurring shifts).
    • Edit their Title (e.g., "Manager in Training" or "BOH Closing").
    • Set Min/Max Hours (e.g., "Max 20 hours/week").
3. Creating Shifts
Manual Entry
  1. Locate the employee and day.
  2. Check Availability:
    • Gray Text: Shows availability (e.g., "12:00a-3:00p").
    • Black Text: Indicates a shift is already scheduled.
    • No Text: Employee is unavailable.
    • Caution Icon: Indicates a Time Off Request. Click to Approve/Deny.
  3. Add Shift: Click the cell to enter Start and End times.
    • Warning: If you schedule an employee on a day they are unavailable, a pop-up will appear asking you to confirm the override.
Visual Indicators
  • Red Total Hours: If the number in the far-right "Total" column turns Red, the employee has exceeded their set Maximum Hours for the week.
  • Three Dots (...): If you see three dots between the start and end time of a shift, it means that shift is Scheduled to Volume.
Special Shift Types
  • Schedule to Volume: When creating a shift, you can check the "Schedule to Volume" box (if enabled for your company).
    • This indicates to the employee that their shift length is flexible based on store traffic.
    • They may be asked to leave early if it is slow, or stay late if it is busy.
    • On the printed schedule, the end time will display as "Volume" or "Vol".
  • Multi-Location: If an employee works at two stores on the same day:
    1. Publish the shift at Location A.
    2. Switch to Location B and click Add Second Shift on the same day.
    3. Note: You will receive an error if the times overlap.
  • Split Shifts (Breaks): To schedule a gap (unpaid break), use Add Second Shift on the same day to create two separate blocks (e.g., 9-1 and 1:30-5).
4. Employee Groups
Scheduling groups help organize large rosters (e.g., "Front of House" vs. "Back of House").
  • Create: Click Edit Groups, name it, and select employees.
  • Filter: Click the group name button in the toolbar to hide other employees.
  • Hover Data: If you hover over a group button (e.g., "Cooks"), a tooltip will show the total hours currently assigned to that specific group.
5. Labor & Sales Data (Open Details)
The Labor Details bar at the bottom is your financial guide.
  • Forecasted Sales: Displays projected sales for the day.
  • Labor Graph:
    • Light Orange Bars: Your scheduled labor.
    • Dark Line: Your labor goal based on your SPLH (Sales Per Labor Hour) target.
    • Goal: Adjust shifts until the light orange bars meet the dark line. If the bar turns Darker Orange, you are over-scheduled.
  • Historical Data: For days that have already passed, this graph updates to show actual hours worked and labor spend (requires Time Clock usage).
6. Saving & Publishing
  • Save Schedule: Saves your work without notifying employees.
  • Publish Schedule: Makes the schedule visible in the Zignyl Team App.
  • Submit Revisions: If you edit a schedule after publishing, this button replaces "Publish." Clicking it notifies only the employees whose shifts changed.
  • Public Share Link: Clicking this button generates a URL for the printable schedule. You can paste this into a text, email, or the Zignyl Team App Chat (if enabled).

Pro Tips and Tricks

  • If you are missing an employee, check that they are assigned to your location and showing on the location schedule. If you cannot find the employees account, check if the employee has been archived by checking the Show archived employees button on your employee listing in the Human Resources module. If needed, you can then unarchive the employee at the bottom of their profile.
  • If there is a yellow, red, or green caution symbol on an employee’s time block means they have put in a Time Off Request. Clicking this icon will trigger a pop out detailing the Time Off Request as well as showing their Standard Availability and the Default Schedule (what an employee typically works). You can Approve or Deny the request in this modal. For more on time management, please see this article.
For more questions, please see the other articles in this Zignyl Management Portal section, or contact us at support@zignyl.com!