Jobs provide another layer to your shift information. Jobs can signify different things depending on how you run your business. Jobs may represent roles such as manager/waiter/hostess/cook. These may be customers, or job types, such as cleaning, roofing, or delivery. They can be worksites or projects. Creating jobs and using them while scheduling ensures that your users know and complete their appropriate responsibilities in a timely manner. Using jobs will also help you track where your resources are spent and allow you to make better scheduling decisions.
Now that we know why jobs are so important, let's start scheduling them!
In this article, we'll go over the following:
How to Add and Edit Jobs
To add a new job, first enter the Job Scheduler and click on the Jobs button at the top right of the schedule.
Choose to either add a new job or edit an existing one.
Through the settings menu, you can edit an existing job and control the job settings. Note that when creating the job, you can also set the settings.
💡 Tip: When adding a job be sure to set the Qualified Users, these will be the users who are able or “qualified” for this job. For example, I am running a hospital and I create the job of Nurse, I can either select all my nurses from the drop-down list of users or if I have created a smart group for my nurses I can select that group.
How to Add a Job to a Shift
Now that we have created jobs, let's take a look at how to add a job to a shift. To schedule a shift use either the Add Shift button in the top right corner of the schedule, or use the + Quick Action inside the schedule itself.
Once you have created the shift, choose the relevant job from the drop-down menu. In the example below you can see I have assigned the job of RN to Sue.
To learn more schedule quick actions, check out this article.
💡 Tip: If you add a location to the job settings, it will auto-populate the shift's location based on the job associated with the shift. This is especially useful if you are using jobs as work sites.
How do Jobs Look in the Schedule for Admins?
Once you have set up your jobs and built your schedule, you may want to see things from the Job point of view. This can give you more information about how many shifts and users you have scheduled for each job, allowing you to see exactly where your resources are allocated.
To view by job, simply change the view by the option to view by jobs. Now, instead of having users to the left, we now have our shifts ordered by the different jobs.
💡 Tip: For more ways to view your schedule, please check out our article on Viewing Options in the Job Scheduler.
Now that we have some of the Job feature’s basics down about job let's dive deeper into the Job capabilities, by talking about sub-jobs!
What are Sub-Jobs, and How to Create Them?
Sub-jobs give you the option to create jobs that are aligned and connected to the main job, making your scheduling process more detailed and accurate. Sub-jobs can be created inside the parent job and can be used in a variety of ways.
For example, if you have a job that is a client with multiple locations the sub-jobs can be this location. The options are endless.
To set up sub-jobs, enter the Job Scheduler and add a job as done above. While creating the job, scroll down, click on 'Add sub-job' and add the relevant sub-jobs.
In the example below you can see I created a Job that is a client named Grocery and then I created the sub-jobs First Street, Maple Street, and Washington Street. These serve as the locations of the parent job Grocery. Now I will be able to see which location my users are working at.
How to Add a Sub-Job to a Shift?
To add a sub job to the shift, first, create a shift and add a job, just as you did above. Then if there is a sub-job you attached to the Job you will have the option to add it.
Take a look at how this looks below, where I assign the job Grocery, and the sub-job First street to the user Carl.
How do Sub-Jobs Look in the Job Schedule?
All sub-jobs will appear under the parent job on the schedule. In the schedules there are three views we can use to view the jobs, these are Users, Jobs, and List Views. Let's go over how the sub-jobs look in each one.
View by Users: In the user’s view you will see the job title and then an arrow with the sub-job following. In the example below you can see that Carl is assigned the Job Grocery, with the sub-job 'First Street'.
View by Jobs: Switch to the jobs view by going to the view by button and switching to view by jobs as done above. On the left, the jobs will appear instead of the users. Under each job, the sub-jobs will appear, and there is the option to expand or collapse the sub-job view.
💡 Tip: Even when the sub-jobs are collapsed you will always know how many shifts and users are allocated to the sub-jobs. The number of hours allocated in the schedule per job is the sum of the shifts scheduled in all the sub-jobs. Take a look at how this looks below.
List View: This view allows you to gain insights and an overview of your scheduling statistics. To view by list, click on View Options and choose 'List View'.
Similar to the other views, you will also have the option to view by User and Job, as well as Date and Shift title. In each view, the Job will appear with the sub-job following.
In the example below we are in the Job View, where we can see the job sub right after the job itself.
To learn more about the List View, click here.
💡 Tip: If you want these jobs and sub-jobs to appear for users when clocking in without needing to recreate them in the time clock, then make sure your time clock and job schedules are synced.
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