HR representatives now have three methods by which to add events to employee schedules. This might be required when an Employee is unable to schedule their own time off, or when an Employee needs to be scheduled for HR-related activities such as training.
Note: Scheduler must have HR permissions in order to use the methods discussed below.
Method 1: Resource Console (Best Practice)
- Projects Main Menu > Resource Console
- Use the EDIT icon to place the console in EDIT mode
- Click on the HR sub tab
- Select a User from the drop down menu
- In the HR Schedule Types grid below the Resource Console, click on the Type of event you are trying to schedule
- Click within the Resource Console and drag across the hours / days that you wish to block off for this event. Note: the highlighted sections of the Resource Console indicate the Employee’s available work schedule. Available work days / hours are set up on the Employee form Schedule tab.
- A Schedule form will open in a pop up window. Enter Title, Comments and other information as needed. You may also adjust Start and Stop dates and times here if needed.
- Click OK on the Schedule pop up window and then click SAVE icon on the Resource Console
- Note: you may hover over an HR Reservation on the Resource Console to view the Start and End Dates / Times, Title and Comments. Single clicking on the HR Reservation will allow you to edit or delete the reservation if needed. Double clicking on the HR Reservation will take you to the HR Schedule form which may be put in EDIT mode to make additional changes if needed. Right clicking on the HR Reservation opens a menu of additional options:
- Shift Selected Event(s)
- View Details
- Delete Selected Event(s)
- Open Linked Record
- Copy Selected Event(s)
- Start/Stop Time Bill
Note: Event reservation types are added and defined as General Codes, including event color choices. Event types defined this way will automatically be added to the Extended Menu legend.
Note: This method replaces previous Resource Console method, “Create Employee HR Reservation.”
Method 2: Global Schedule
- HR > Global Schedule.
- Select a Company, Branch and Department to narrow Available Employees listed in the grid below. Select the date and time for the event you wish to add. Select the type of event from the Type drop down menu. As with the Resource Console method, these types are added and defined as General Codes.
- Click on an employee name to select and click the ADD button on the Current Schedule grid. A pop-up window will appear asking you to confirm the type and date of the event. If the information is correct, click OKAY.
- The event and details will appear in the Current Schedule grid. Note that events added by this method will bypass manager approval and automatically be entered in APPROVED status. This event will then appear on the employee’s Resource Console.
Note: There is no SAVE button on this window. Clicking OKAY on the pop-up confirmation serves to save the event. There is also no means by which to edit events once created. If changes need to be made, the event must be deleted using the DELETE button, and re-created.
Method 3: HR Time Request
- File > HR Time Request.
- Select employee from drop down menu. Select the date, start and end times, and type of event in the designated fields.
- Type a comment and click SUBMIT button. An email will be sent to the employee’s direct supervisor as defined within Q360 for approval of the event. Depending on your system setup, HR approval may then be required as well. The status in the Schedule grid below will update as the request moves through the approval process. This event will only appear on the employee’s Resource Console when the approval process is complete.
Note: This is the least efficient method of entering HR reservations for events such as training and / or meetings and should be reserved for employee use in requesting time off or HR time off overrides in the event that an employee is unable to enter a request.