Learn how to easily setup Employee Scheduling
Safeter provides a number of capabilities regarding employee scheduling. They can be broken into three main parts:
- Office arrival time: For many urban environments or office towers where you want to limit how many people ENTER the building or an elevator at the same time you can have employees arrange a time they arrive at the office. This is optional: if you don't want to set up an Office arrival time rule, you are not required to.
- Office scheduling: There are two main approaches that Safeter supports:
- Individual scheduling. You set up a number of spots that are available in a given office and then employees individually book them. Once the number of spaces runs out for a given time slot then no more employees can book a spot.
- Group scheduling. Also often referred to as cohorts. You can break your employees into groups (Group A, Group B, etc) and have different groups come on different days. For example, Group A can come on Mondays, Group B can come on Tuesdays, etc. This way if someone in Group A tests positive you can send Group A home and not impact the other groups.
- Priority employees. You can select which employees have priority and always have a spot reserved for them. This is often useful for facilities, IT, and some administrative personnel.
To create any scheduling rule you will need to first create the office location in Safeter (located under Company Settings).
Office Arrival time
To set up an Office Arrival Rule, you can either click the "Create Rule" button on the upper right of the Scheduling page, or hit Create Rule at the bottom of the Scheduling page for each office you have listed.
Then click Office arrival rule as shown below. You will then need to pick the office this rule applies to. If the office is not showing as an option, please enter it here or click "Company Settings" (lower left part of the page when you are on the main Scheduling page) and enter your office there.
On the next screen you choose which days people can come to the office and what times they can come. For many employers who have flexible working schedules, they will probably choose Monday - Friday (click all 5 days in the dropdown) and then they will want to choose a time range like 8am - 6pm, which basically means employees are eligible to come at any time during the day (e.g., you may have an engineer who likes to come to work at 10am, whereas a sales person may not be planning to come until 1pm because they have some calls in the morning).
The next two options are the most important:
The first option above is where you are setting how long the time slot is for people to come if they book it. In the screenshot above, it's set to every 15 minutes. So if someone chooses a 15 minute slot (let's say in the mobile app they later choose the 8am - 8:15am time slot) then it means they are saying they will arrive to the office between 8am and 8:15am. You can change this to 10 minutes or 20 minutes or whatever you like.
The second option is where you are deciding how many arrival spots are there during the time slot. So the above example is allowing 10 employees to come every 15 minutes to prevent too many people from entering the front door at the same time.
Once you hit next you now choose your Priority List employees. These are employees you want to be able to arrive at the office at any time as they have priority status. Often this applies to certain administrative personnel, IT, and some management members. You search their names, and click on the name to add them to the Priority List.
Once you do this, you can review your sittings and hit "Finish Setup". That's it. Your rule is now set and will start the next day.
To set up an Office Scheduling Rule, you can either click the "Create Rule" button on the upper right of the Scheduling page, or hit Create Rule at the bottom of the Scheduling page for each office you have listed.
Then click Scheduling rule as shown below. You will then need to pick the office this rule applies to. If the office is not shown as an option, please enter it here or click "Company Settings" (lower left part of the page when you are on the main Scheduling page) and enter your office there.
After hitting Next you will then get to the next screen:
As mentioned earlier, Individual and Group Scheduling are the two main approaches Safeter supports. "Individual" above refers to an approach of limiting how many people can come to the office each day, and then letting each employee through the mobile app book a spot if one is available. "Groups," also referred to as cohorts, is the approach of placing employees into groups and then the employer deciding which groups can come on which days.
If you choose Individual, please finish your setup after reviewing this article.
If you choose Groups, please finish your setup after reviewing this article.