FloorSchedule.info

Online Floor Time Scheduling System

FloorSchedule.info

Help ~ Table Of Contents


Help ~ Detailed Information

 
1.
Getting Started
a.
Using this Help document
Every section and sub-section heading in the Help ~Table of Contents is a hyperlink. Click on any heading in the Table of Contents to go directly to the associated section in the Help ~Detail Information portion of this document.
To return to the Help ~Table of Contents, click on the "top" hyperlink at the left of any sub section heading in the Help ~Detail Information portion of this document.
b.
Register
Registeration is required for users to post question topics on the forum, post coments on the form or to subscribe and use the FloorSchedule.info managment system.
Each office for which floor schedules are to be generated is required to have a floor schedule administrator registered at FloorSchedule.info with an email address unique to that office. If more than one person will have the responsibility of administering floor schedules, it is recommended that a common user name, email and password be used so that each of the administrators may access the same office account.
The office floor schedule administrator may register with FloorSchedule.info by merely clicking on the "Register" button displayed at the top of every page and then following the instructions to fill out the required information on the form presented.
After the floor schedule administrator fills out and submits the required information, the FloorSchedule.info system will send an activation email to the administrator's unique office email address. To interact with the FloorSchedule.info system the administrator must activate their office account by clicking on the activation link contained in that email.
c.
Subscribe
A Subscription to FloorSchedule.info is required for access to the full functionality of the floor schedule management system.
After an office floor schedule administrator has "Registered" with the FloorSchedule.info web site, they will have an opportunity to "Subscribe" by clicking on any of the "Subscribe" buttons presented on pages throughout the web site.
Subscriptions are offered on a monthly basis only and may be canceled at any time
All subscription information and payments are processed through the PayPal web site and merchant services. After you subscribe and set up a payment method with the PayPal web site, your account will be automatically charged each month until you cancel your subscription.
The first subscription for any particular email address comes with a 30 day free trial period to allow prospective subscribers to become familiar with the system and determine if it meets their needs.
 
2.
System Requirements
a.
Minimum Specifications
For best presentation of the user interface, display devices with a minimum resolution of 1280px x 720px should be used.
Any computing device and operating system capable of running a current version of FireFox, Google Chrome, Internet Explorer or Safari will provide full functionality of the FloorSchedule.info web site.
Both "cookies" and "java script" must be enabled in your browser for the floor schedule management system to work correctly.
b.
Device testing
Users are strongly encouraged to test the FloorSchedule system on each type of web browser, device and operating system that they plan to use.
While the FloorSchedule system has been tested on current versions of Firefox, Google Chrome, Internet Explorer and Safari operating on PCs, Macs and iPads, there is no assurance that the system will work on all your intended devices.
This testing should be done during the 30 day free trial period.
There are NO refunds available beyond the 30 day free trial period.
 
3.
FloorSchedule.com System Set Up
a.1.
Enter and edit office roster
Roster members may be entered individually or an entire office roster may be uploaded by way of a comma separated value (csv) file.
To add entries to the roster, direct your browser to the "Roster" page and then click on the "Add Individual or Group to roster" button at top right side of the "Roster" page.
For adding a single roster entry, merely enter the last name, first name and email address in the form at the top of the page then click the save button.
Adding a group of entries requires four steps as follows:
  1. Prepare a comma separated file (csv) from your roster spread sheet by exporting the last name, first name and email address fields to a csv file using the comma as the delimiting character. Do not enclose any of the fields in either single or double quotation marks. A sample file would look like the following:
    Franklin,Benjamin,b.franklin@usa.com
    Adams,Samuel,s.adams@usa.com
    Braxton,Carter,c.braxton@usa.com
    Bartlett,Josiah,j.bartlett@usa.com
    Adams,John,j.adams@usa.com
    Save your csv file in a location on your computer from which you can upload files.
  2. In the form at the bottom of the "Add Individual or Group to roster" page click on the choose file button and select the csv file that you had prepared earlier.
  3. Also in the form at the bottom of the page select either "Add to current roster" or "Replace current roster". If you select to replace your current roster, all previous roster entries and their saved exclusion parameters will be deleted.
  4. Click the "Upload" button. If any format errors are discovered in your csv file they will be presented to you for correction. No changes will be made to the current roster if errors are discovered in the uploaded csv file. If errors are present in the upload file, you must correct the errors for the file to be uploaded successfully.
Roster entries may be activated or deactivated by clicking the "Active" check box on the line of the desired roster entry.
To quickly activate or deactivate all roster entries at one time, click on the check box just beneath the "Active" label in the "Roster" page column headings.
Roster entries may be removed from the list by clicking the red X displayed to the right of the roster entry line you wish to remove.
a.2.
Edit office roster entry
To edit a roster entry, direct you browser to the "Roster" page and click the line containing the roster entry you wish to edit. You will be directed to the "Edit Roster Entry" page for that particular roster entry.
On the "Edith Roster Entry" page you may change the entry name or email address. In addition you may select the active, max shift assignments for the month, and any exclusion days or exclusion shifts for that roster entry.
Notice:
The shift assignment engine of this system will skip over a roster entry if that roster entry has excluded the shift currently being assigned.  In addition to skipping over the roster entry, that roster entry will not be assigned to any other shift until the current pool of unassigned roster entries have all been assigned to shifts or excluded from shifts.  After all roster entries in the pool have been either assigned to a shift or excluded, the pool is reset to contain all the active roster entries and the shift assignment process repeats until all shifts for the month have been assigned.
Hint:
It would be a good policy to advise all active roster entries that, to receive the maximum number of shift assignments, it is better to allow the system to assign shifts. Then, after the completed schedule has been distributed, exchange any unwanted shifts with other active roster participants rather than excluding shifts.
b.1.
Enter or activate office holidays
The system is preloaded with a basic set of USA national holidays.
Those holidays in the system may be activated or deactivated on the "Edit Holidays" page by checking or unchecking the "Active" check box.
Holidays may be added to the list by clicking on the "Add Holiday" button. A page and entry form will then be presented where you may enter the Holiday Name.
If you would prefer the holiday name appear on two lines in the schedule, insert the sequence of characters "[/]" where you would like the new line to start. Following is an example:
Washington's[/]Birthday

would appear as

Washington's
Birthday
Holidays may be removed from the list by clicking the red X displayed to the right of the holiday entry line you wish to remove.
b.2.
Edit holiday entry
To edit a holiday entry, direct you browser to the "Holidays" page and click the line containing the holiday entry you wish to edit. You will be directed to the "Edit Holiday Entry" page for that particular holiday.
On the "Edit Holiday Entry" page you may change the holiday name. In addition you may select holiday or office closing periods by month-day, month-day-shift or month-day-sequence (i.e. 2nd Monday or last Tuesday of the month).
c.
Email settings
Both the Registration and the User Control Panel -> Profile forms present an entry titled "Email Notification of Floor Schedule Changes" with "Enable" or "Disable" options. These options may be set on either form.
Leaving the entry set to the default option of "Disable" will prevent the system from sending any emails containing notifications of schedule changes.
Changing the entry to the option of "Enable" will cause the system to send emails containing notifications of schedule changes, each time a floor schedule is saved, as follows:
For total schedule shift assignment changes in the amount of 1 through 10, the system will present the administrator a choice of sending emails to all active floor schedule roster entries, to only the floor schedule roster entries with changes to their shift assignments, or to NOT send any email notifications.
For total schedule shift assignment changes equal to 0 or greater than 10, the system will present the administrator a choice of sending emails to all active floor schedule roster entries or to NOT send any email notifications.
If the choice is to send email notifications to all parties, the notification will contain a notice of changes to the floor schedule for the month affected and a link to that floor schedule.
If the choice is to send email notification to only parties affected by the changes, the notification will contain a notice of changes to the floor schedule for the month affected, the names of the parties affected by the changes and the date and number of the shift changed.
d.1.
Create and save a new floor schedule
A new floor schedule may be created by performing the six steps outlined below:
  1. Edit the office roster to incorporate any additions, activations, deactivations, maximum shift assignment changes or shift exclusion changes.
    If it is desired to generate a "Reservation" type schedule, uncheck the "Active" check-box for all roster entries. This can be done quickly by checking and then unchecking the check-box at the top of the Active column on the "Roster" page.
  2. Edit the office shifts to incorporate any changes to the day start times, number of shifts per day, number of assignments per shift and whether or not a day has shift assignments manually assigned.
  3. Hint:
    If there is a need or desire to manually assign shifts for particular days of the week (i.e. Sat and Sun), that can be accomplished by checking the "Manually Assign Shifts" check box at the top of day column on the "Shifts" page for those particular days.
    Those days for which the "Manually Assign Shifts" check box has been checked will not have their shifts automatically assigned by the system. All shifts for those days will be set to "Not,Assigned".
    The admin may then manually assign the "Not,Assigned" shifts or leave them available for roster members to reserve.
    Setting aside shifts for manual assignment by this method will allow the system to assign remaining shifts in a more equitable fashion than if shifts to be manually assigned were excluded for each roster member in the roster editing process.
  4. Edit the office holidays to incorporate any additions, activations, deactivations.
  5. Select the desired schedule year and month from the selection controls displayed at the top of the "Schedule" page.
  6. Click the "Load & Reorder Roster" button displayed at the upper left of the "Schedule" page.
  7. If you wish to change any of the shift assignment, click on the desired shift to change and select a different roster entry from the drop down list.
  8. After all changes have been made to the schedule, save the schedule by clicking on the "Save Schedule" button at the upper right of the "Schedule" page. If a previous floor schedule was saved with the same date as the schedule you are saving, the previous schedule will be replaced with the new schedule in the data base.
Hint:
Schedules are created set to the "Off-Line" state by default. In the "Off-Line" state schedules are not visible to roster members via the "View" page.
The "Off-Line" state allows the admin to create, modify, edit and save schedules an unlimited number of times until they are in their final configuration, without confusing roster members with schedule changes.
After a schedule is finalized, it may be set to the "On-Line" state and visible to roster members by checking the "Set Schedule On-Line" check box located at the top right of the schedule header block and then saving the schedule.
d.2.
Admin Assignments & Activity Reports
Three administration reports are made available to administrators by hovering over the "Reports" button on the "Schedule" page. These may be displayed by clicking on their headings which appear upon hovering over the "Reports" button.
Report descriptions and functionality are described below:
  1. Assignments
    The Assignments report displays Agent Name, total Assignments (T) for month, total weekend assignments (WE) for the month and the individual assignments (month day-week day-shift)
    Assignments reports may be sorted by the following criteria:
    • Agent Name
    • Total Assignments
    • Total Weekend Assignments
  2. Exchanges
    The Exchanges report displays exchange, release, assignment, cancel and expiration activity for the last 30 days.
    Exchanges reports may be filtered and sorted by the following criteria:
    Filters:
    • All activity
    • Available shifts
    • Reserved shifts
    • Accepted exchanges
    • Assigned by administrator shifts
    • Cancelled exchanges
    • Expired requests (shift time is older than current date)
    Sorting:
    • Shift Assignment
    • Releasing Agent
    • Reserving Agent
    • Organization
  3. Total Views
    The Total Views report displays the total number of times that the "View" page has been accessed during the month.
    Total Views reports may be sorted by the following criteria:
    • Organization
    • Schedule Date
    • Total Views
    • Last View Data
Hint:
The Exchanges and Total Views reports are multi-office reports.
Including office activity from offices other that the admin base office may be accomplished by adding the admin (using the admin base office email address) as an active or inactive roster entry in each office to be included in the report.
d.3.
Edit a saved floor schedule
A previously saved floor schedule may be edited by performing the three steps outlined below:
  1. Select the desired schedule to edit from the "Load & Edit Saved Schedule" control at the top of the "Schedule" page.
  2. If you wish to change any of the shift assignment, click on the desired shift to change and select a different roster entry from the drop down list.
  3. After all changes have been made to the schedule, save the schedule by clicking on the "Save Schedule" button at the upper right of the "Schedule" page. If a previous floor schedule was saved with the same date as the schedule you are saving, the previous schedule will be replaced with the new schedule in the data base.
 
4.
Viewing and Printing Saved Schedules
a.
Viewing saved schedule
Every roster member may view or print any of their office saved schedules online by navigating a web browser to http://floorschedule.info/view and entering their email address into the opening screen form.
Their assigned shifts will be highlighted for easy viewing and quick reference.
An individual may be a roster member in more that one office using the FloorSchedule.info system
All offices on the system that they are associated with will appear in the office name selection control displayed at the top-center of the "View" page.
The individual may view their personalized floor schedule for a particular office and month by selecting them with the "Office Selection" and "Select Schedule Date" controls.
b.
Printing saved schedule
An Adobe PDF file containing the displayed schedule, with names highlighted, may be downloaded and/or printed by clicking on the "Print / Download PDF" button displayed at the upper right of the "View" page.
The free Adobe Reader program is required to display or print the downloaded PDF file and may be obtained at the http://www.adobe.com/products/reader.html website.
 
5.
Exchanging, Releasing and Reserving assignments
a.
Exchanging an assignment
  1. Click on the "View" tab in the menu.
  2. Enter your email address in the email input area.
  3. Select the desired office and schedule from the respective selection controls.
  4. After the desired schedule is displayed, click on the shift assignment you wish to exchange out of.
  5. The page will refresh and show your selected shift assignment to exchange highlighted in red.
  6. Click on the shift assignment you wish to exchange into.
  7. The page will refresh and show the shift assignment you wish to leave highlighted in red and the shift assignment you wish to acquire highlighted in green.
  8. An email will be sent to you containing a link to authorize the requested exchange. Open that email and click on the authorization link.
  9. A browser window will open displaying a message that an email has been sent to the roster member currently assigned to the shift assignment you wish to acquire.
  10. If the roster member assigned the shift assignment you wish to acquire responds by clicking on the link in the email sent to them, a browser window will open for that roster member displaying the two shifts highlighted as described earlier.
  11. At this point the roster member may accept your request for exchange by clicking on the "Accept" button in the message displayed or just ignore the request.
  12. If the roster member accepts your exchange request, the schedule will be updated and an email will be sent to you notifying you of the acceptance and containing a link to the updated schedule.
b.
Releasing an assignment
  1. Click on the "View" tab in the menu.
  2. Enter your email address in the email input area.
  3. Select the desired office and schedule from the respective selection controls.
  4. After the desired schedule is displayed, click on the shift assignment you wish to release for any roster member to reserve.
  5. The page will refresh and show the shift assignment you wish to release highlighted in red.
  6. Click on the "Release" button shown in the message at the top of the page.
  7. An email will be sent to you containing a link to authorize the requested release. Open that email and click on the authorization link.
  8. A browser window will open displaying a message that an email has been sent to all roster members notifying them of the released shift availability.
    The schedule will now show the assignment you wish to release highlighted in yellow and your name prefixed with the "(Av)" symbol.
  9. At this point, any roster member may reserve your released assignment by either responding the the email that they received or by opening in their browser the schedule "View" page and clicking on the yellow highlighted assignment you are releasing.
  10. If a roster member reserves the assignment you released, the schedule will be updated and an email will be sent to you notifying you of the acceptance and containing a link to the updated schedule.
c.
Canceling an exchange or release request
If you have made a request to exchange or release a shift assignment, that request may be cancelled if the request is removed from the request que prior to any acceptance of the request. The request may be removed from the request que by performing the following steps.
  1. Click on the "View" tab in the menu.
  2. Enter your email address in the email input area.
  3. Select the desired office and schedule from the respective selection controls.
  4. After the desired schedule is displayed, click on the shift assignment for which you wish to cancel a prior exchange or release request.
  5. The page will refresh and show your selected shift assignment to exchange or release highlighted in red.
  6. Click on the "Cancel" button shown in the message at the top of the page. All exchange or release requests for that shift assignment will be removed from the request que.
  7. The page will refresh and show the current unaltered schedule.
d.
Reserving a schedule assignment time slot
  1. Click on the "View" tab in the menu.
  2. Enter your email address in the email input area.
  3. Select the desired office and schedule from the respective selection controls.
  4. After the desired schedule is displayed, click on any yellow highlighted shift assignment(s) you wish to reserve.
  5. The assignment(s) will become highlighted in green.
  6. You may deselect any prior assignment selection by clicking on that assignment again.
  7. After completing your selection of assignment(s), click on the "Reserve" button at the top of the schedule.
  8. The page will refresh showing your selected shift assignment(s) highlighted in green and an email will be sent to you containing a link to authorize the requested shift reservation(s).
  9. Open that email and click on the authorization link. When you click on the authorization link, a new browser window will open showing the updated schedule.
 
6.
Exporting assigned shifts via iCalendar files
a.
Exporting an iCalendar file
  1. Click on the "View" tab in the menu.
  2. Enter your email address in the email input area.
  3. Select the desired office and schedule from the respective selection controls.
  4. After the desired schedule is displayed, click on the "Export" button at the top right side of the page.
Any calendar program that accepts the iCalendar file format for importing events will be able to read the files created by the FloorSchedule.info export feature.
A sample of such supporting devices, programs and web services are as follows:
  • Google Calendar
  • Outlook Online
  • Windows Live Calendar online
  •  
  • Outlook computer client
  • Apple Calendar program
  • Mozilla Thunderbird program with Lightning plugin
  • GoldMine
  • Windows Live Calendar computer program
  •  
  • iPhones
  • iPads
  • Android based mobile devices
An expanded list of applications which support importing the iCalendar format may be found here
 
7.
Data Storage and Purging
a.
b.
Removal of aged or inactive data
All saved schedules more than six (6) months old will be automatically deleted from the FloorSchedule.info database.
All data for subscribed users, with subscriptions that have terminated, will be automatically deleted from the FloorSchedule.info database six (6) months from the last payment date. The data that will be deleted includes holiday tables, roster tables and schedule tables.
User accounts and data will be automatically deleted from the FloorSchedule.info system for all users that, both, have no active subscription and have not logged into their account for a period of six (6) months. After their account is deleted, the user must re-register to access the FloorSchedule.info system.
User accounts for users who registered but have not logged into their account within thirty (30) days of the registration date will be deleted from the FloorSchedule.info system.
 
8.
Changing the PayPal payment source for a subscription
a.
Changing the payment source within a PayPal account
  1. Login to your FloorSchedule.info account.
  2. Click on the "Help" menu tab at the top of any page.
  3. Click on the gold 'Unsubscribe' button located at the bottom of the "Help" page. You will be redirected to your PayPal account. The following error message may be displayed: The unsubscribe button you clicked is invalid. You can find the status of all subscriptions in "My preapproved payments".
  4. Click on "My preapproved payments".
  5. Click on merchant 'FloorSchedule.info' in the list adjacent to the recurring payment you wish to modify.
  6. Click "Change" at the bottom of the "Subscription Details" page.
  7. Select the desired payment method from those presented in the drop down list of currently available payment methods.
  8. Click "Save" at bottom of page.
    • To add another payment method to your available payment methods, click on the "Wallet" tab at the top of the page and then add either a bank account, debit card or credit card.
    • Return to the "My preapproved payments" page by clicking on the "Profile" icon ( the little gear at the top right hand side of any page).
    • Scroll down to the "Payment Settings" section at the lower right side of the page.
    • Click on "Preapproved Payments".
    • Repeat above steps a.5 through a.8.
b.
Changing the payment source to different PayPal account
  1. Login to your FloorSchedule.info account.
  2. Click on the "Help" menu tab at the top of any page.
  3. Click on the gold 'Unsubscribe' button located at the bottom of the "Help" page. You will be redirected to your PayPal account. The following error message may be displayed: The unsubscribe button you clicked is invalid. You can find the status of all subscriptions in "My preapproved payments".
  4. Click on "My preapproved payments".
  5. Click on merchant 'FloorSchedule.info' in the list adjacent to the recurring payment you wish to modify.
  6. Click "Cancel" at the top left hand side of the "Subscription Details" page.
    • Roster members will still be able to continue viewing their schedules for up to six months or when the account is re-subscribed, whichever occurs first.
    • The account holder will be able to continue to access all functionality and editing capabilities until the end of the current 30 day paid subscription period.
    • After the current 30 paid subscription period expires and the account holder can no longer access the full functionality of the system, re-subscribe with the desired PayPal account. The reason for delaying the re-subscription until after the end of the current billing period is to prevent duplicate billing for that period.
 
9.
Cancel Subscription
a.
Unsubscribe
If for any reason you are not satisfied with the FloorSchedule.info system, you may cancel your subscription.
Clicking the Unsubscribe button shown below will take you to the PayPal web site where you can log in and follow the instructions to cancel your subscription payment profile.
  1. Login to your FloorSchedule.info account.
  2. Click on the "Help" menu tab at the top of any page.
  3. Click on the gold 'Unsubscribe' button located at the bottom of the "Help" page. You will be redirected to your PayPal account. The following error message may be displayed: The unsubscribe button you clicked is invalid. You can find the status of all subscriptions in "My preapproved payments".
  4. Click on "My preapproved payments".
  5. Click on merchant 'FloorSchedule.info' in the list adjacent to the recurring payment you wish to modify.
  6. Click "Cancel" at the top left hand side of the "Subscription Details" page.
    • Roster members will still be able to continue viewing their schedules for up to six months or when the account is re-subscribed, whichever occurs first.
    • The account holder will be able to continue to access all functionality and editing capabilities until the end of the current 30 day paid subscription period.