You can register shift schedules for multiple employees in a team at once.
You enter each employee's shift code (pattern) for the month in the downloaded template and upload it to Workcloud.
*Shift management” appears only for companies using the Shift function.
【Restrictions】
・Only Company admins, HR managers, and Timesheet manager authorities can do this.
*Team leaders who have shift work but do not have the above authority cannot do it. Instead of this, please refer to “Shift schedules” in the “Shift management” section of the manual below to create shifts for your team members.
Supervisor function (Approvals・My teams・Shift management)
・You may not create and upload multiple months together on one template. Please create and upload a template for each month.
・Even if your company has multiple teams working shifts, you cannot create and upload all of those teams together in one template. Please create and upload a template for each team.
Screen
1. Creating template
2. Import data into Workcloud
3. Confirmation of shifts
Reupload
File import of changed (corrected) shifts
File import of shifts to be deleted
How to delete or change on the Shift schedules screen
Deletion
Change
Screen
① Click on ADMINS [Shift management].
② The “Shift schedules” screen will appear. Click on the name of the team you wish to upload shifts to.
③ Specify the year and month for downloading the template.
④ Click on the green cloud icon.
④ Download the template for upload on this screen.
Upload the completed template from here as well.
1. Creating template
Download the input template and enter the shifts for the employees on that team.
① Click “Download Template”.
Specify the download location and “Save”.
② Open the downloaded template.
You'll see the team employee name and employee ID for the shift creation target.
Use the “Shift Code” in the lower left corner for the shift pattern you are applying.
③ Check the shift code to be used.
④ Enter the shift code checked in ③ into the date on which each employee's shift is to be created.
⑤ When you have completed your entry, click “Save As...”
Be sure to select the format “.xls.”
⑥ Click on “Save”.
*If the compatibility check confirmation screen appears, click “Continue.”
2. Import data into Workcloud
Import the file you created in 1. into Workcloud.
① Select the file you created in 1.
② Click on “Upload”.
③ The number to be imported, employee names, dates, shift codes, etc. are displayed.
④ Click on “Import”.
A progress bar will appear.
⑤ When the screen shown above appears, the import is complete.
You'll see upload times, number imported, results, etc.
3. Confirmation of shifts
You check the imported shifts on the “Shift schedules” screen. After checking the imported shifts, you can delete any dates for which you do not need the imported shifts.
① Click on “Back to team” in the upper right corner of the screen.
② The imported shift schedule for each employee is reflected.
For dates for which shifts are no longer needed, you may delete them by referring to “How to delete or change on the Shift schedules screen” at the bottom.
Reupload
File import of changed (corrected) shifts
Even if you have already registered shift schedules, you can import the file of shift schedules that you want to change (correct).
Use this when there is a major shift change, for example.
【Notes if there is already an entry on the shift date to be changed】
On the “Shift schedules” screen, shift codes are overwritten with the shift code (pattern) to be changed.
In the “Timesheet” screen, entry and break times are not deleted.
Depending on the overwritten shift code (pattern), the contents of the timesheet may not be correct.
If this is the case, please correct and register the entry times, etc.
① Create the template for the shifts to be changed.
*Please leave the unchanged shifts in the template as they are.
② Import the file ① into Workcloud.
*The import method is the same as ① and ② in “2. Import data into Workcloud”.
③ Only days with changes compared to the registered shift schedule will be displayed.
The “Action” column is displayed “Update”.
Click on “Import”.
④ When the screen shown above appears, the import is complete.
You'll see “Shift day successfully updated” in the “Success/error messages” column.
You look at the “Shift schedules” screen and it reflects the changed (corrected) shift pattern.
File import of shifts to be deleted
Even if a shift schedule is already registered, you can import the file of shift schedules that you wish to delete.
Use this when there is a major shift change, for example.
【Notes if there is already an entry on the shift date to be deleted】
On the “Shift schedules” screen, shifts will be deleted.
However, you must delete them manually, as the timesheet screen does not delete entry or break times.
① Leave blank the days you wish to delete shifts and create the template.
*Please leave the shifts that are not deleted or changed in the template as they are.
② Import the file ① into Workcloud.
*The import method is the same as ① and ② in “2. Import data into Workcloud”.
③ Only days with changes compared to the registered shift schedule will be displayed.
The “Action” column is displayed “destroy”.
Click on “Import”.
④ When the screen shown above appears, the import is complete.
You'll see “Shift day successfully deleted” in the “Success/error messages” column.
You look at the “Shift schedules” screen and see that the shifts for the subject days has been deleted.
How to delete or change on the Shift schedules screen
To delete or change the file-imported shift to another shift pattern (code) on the Shift schedules screen, follow the steps below.
Deletion
You delete with either “Delete on the edit screen” or “Delete on mouse over”.
■Delete on the edit screen
① Click on the shift for the date you wish to delete for the target employee.
② You will be taken to the edit screen. Click “Delete.”
③ The shift for the subject day has been deleted.
■Delete on mouse over
① Mouse over the date you want to delete the target employee + [D] key.
② The shift for the subject day has been deleted.
Change
① Select the pattern to be changed from “Select shift” on the bottom row.
② Click in the column for the date to be changed for the target employee. Or, use mouse over + [A] key to set.
*If you select the wrong shift pattern, repeat steps ① and ②.
③ Shift patterns have been changed.
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