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Reading Your Employee Scheduling Calendar

Posted by Brandy on November 5, 2013

Whether it’s on screen or on paper, you’ll want to make sure your employee schedules are easy to read and understand. It only makes sense that the fewer days that are displayed, the more room there will be for a detailed description of when and where the employee will be working that day. When many days are displayed there’s less room to completely spell out all that information, so abbreviations and codes are used to communicate shift details. We understand that each manager may have their own preference for how they want this information displayed, so with Visual Staff Scheduler Pro (VSS Pro) there are multiple ways you can read your employee scheduling calendar.


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Reading Your Employee Scheduling Calendar On Screen

When using a one-week view in VSS Pro there is lots of room to add details about the schedule. In the Edit Schedule Format window (found in the View menu) you can choose the cell contents you prefer to see, such as:

  • the name of the shift (ex. – Day shift, Evening shift, etc.)
  • shift start and end times
  • explanations, which could indicate where the employee will be working during the shift or what they will be designated to do
  • notes, and
  • on-call status

You can easily see all this information on screen.

When using a six-week view in VSS Pro there will not be as much room to see details about the schedule. Abbreviations are used to indicate when and where the employee is scheduled to work. To see what the abbreviations mean, click on a cell in the schedule worksheet and read the cell indicators in the upper left-hand corner of the screen. Cell indicators will display detailed shift information.

Reading Your Employee Scheduling Calendar On Paper

If you like the view you use when creating your work calendars and want to print a report that will look exactly like it does on screen, all you have to do is click on the Print option (from the File menu ) and check the option for Same as Screen. It’s really that easy!

There’s also many other ways to view employee scheduling calendars on paper. In the Reports menu of VSS Pro, you’ll find a range of reports, including personal monthly calendars, group staff schedules, and even an estimated cost report. One of the main advantages of using software as your employee scheduling system is the functionality regarding reports. You can use the exact same scheduling data you see on screen in several different types of reports including printing a daily roster, weekly schedule, or monthly schedule.

VSS Pro makes it easy to read employee scheduling calendars both on screen and on paper. In addition, each manager can customize their views to see as many shift details as they like.


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