Schedule Levels in TimeSimplicity

Schedule Levels connect an Organizational Code to a schedule in TimeSimplicity. They can qualify an employee to work a shift (like the Position code) or, they can show additional data about the shift, like the location. This article explains the purpose of Schedule Levels and how to configure them in TimeSimplicity.
 
The need for additional Schedule Levels is dependent on your client's scheduling process and my not be necessary for all accounts. 

What is a Schedule Level?

All TimeSimplicity accounts have the Position Code as a default in schedules. When a schedule template or a schedule is created, the user designates a Position code. Only employees that have that Position code can work the shift. When additional Schedule Levels are assigned, a user can add additional org codes to a shift that can work in the same manner.
 
Creating a schedule with both a Position and Location.
 
The image above shows a template being created for Position 1B. Notice that it also contains a dropdown field for Loc which is Schedule Level 2. In this example, it will populate with the Home Location Code of whatever employee works this shift.
 
The reason it is referred to as Schedule Level 2 is because Position is technically Schedule Level 1. You can add up to Schedule Level 5, meaning that a shift could have up to 4 additional codes associated with the schedule.

Why Would I Need a Schedule Level?

Employee Assigned Validation

As mentioned earlier, additional Schedule Levels may not be necessary for all accounts. Setting the Position of a shift may be enough to assign the right employees to a shift. But to use our previous example, suppose the account has multiple locations and suppose employees don't necessarily work at ­all locations. With Location set as a Schedule Level, shifts can be created that are specific to a location and only employees with a matching location code will be eligible to work the shift. If a schedule is added to an employee that cannot work at the scheduled location, the user will see the following error.
 
Trying to add a schedule to an employee without a valid Schedule Level code results in this error.
 
When creating Workgroup Schedule Templates, there is an option to select Employee Home as the code, which will use the employee's home code for that Org Level. If the employee has no codes within that Org Level, they won't be able to work the schedule.
 

Non-Validated Schedule Details

A schedule level does not have to necessarily validate that an employee is eligible to work the shift. They can also provide additional information about the shift by using existing Org Codes.

Setting Up a Schedule Level

A Schedule Level requires an Org Level. When an Org Level is assigned to a Schedule Level, any Org Codes within the Org Level will be selectable on the schedule.
 
To assign an Org Level to a Schedule Level, go to the Company Rules / Organization Levels page. You will see a list of the account's Org Levels.
 
Org Level listing under the Company Rules.

The far right column titled Level Association will display how the Org Level is being used in the system. It may already be assigned to an Employee or Schedule Level or, it may say "Not Used".
 
If an Org Level says, Not Used you can change it to a Schedule Level with the following steps.
  1. Click the row of the Org Level, but not the actual name.
  2. In the top menu bar, locate Organization Options and select Assign Schedule Level.
  3. From the Select Level pop-up, choose a level 2 through 5. This sets the order in which the level relates to other schedule levels. Position is technically Schedule Level 1. The system will warn you if you try to select a level that is already in use.
If an Org Level says Schedule Level or Employee Level, then it may already be assigned and if you want to change it, you will need to unassign that level before proceeding.
  1. Click the row of the Org Level, but not the actual name.
  2. In the top menu bar, locate Organization Options and select Unassign Schedule Level.
  3. Proceed with steps 1 through 3 from above.
Setting the Validation
  1. Click the Name of the Org Level to access the Organizations settings.
  2. Choose the desired Validation from the dropdown.
    • All Codes Valid means an employee will not need to have the code to be eligible for the shift.
    • Employee Assigned means the employee must have the code in order to work the shift.
  3. Save the changes.
Once these steps are completed, the Schedule Level will appear as a dropdown when creating a schedule or a schedule template.

A schedule with a Loc and Supervisor set as Schedule Levels.

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