Efficient scheduling is crucial for smooth business operations. This guide covers Fareclock’s scheduling tools, helping you manage teams, job assignments, and devices with ease. By optimizing these tools, you’ll enhance productivity and prevent common issues like scheduling conflicts, time tracking errors, and resource inefficiencies.

For simpler needs, Fareclock also offers a basic per-user scheduling option. You can learn more about it in this link.

 

I. Teams Setup

Step 1: Go to the Fareclock Admin Console and go to Manage. Under ‘Manage’ find and click the ‘Schedule’.

Step 2: Click on the "Teams" tab.

Step 3: After that, click '+ New Schedule Team'.

Step 4: After clicking it, a window will appear on the right side of the screen. Here, you need to enter the team's name.

Step 5: Click ‘Save’ after naming the team.

Step 6: Once you've created a team, assign the appropriate workers to it by navigating to Settings > Users.

 

To add in manually:

Step 1: Select the worker for whom you want to assign a team schedule.

Step 2: After selecting the user, you will find a settings option underneath where you can locate 'Extra information'.

Step 3: Click the downward arrow button for ‘Team Schedule’.

Step 4: Select the appropriate team schedule for the worker.

Step 5: After that, click ‘Save and Close’.

 

To add in bulk:
Step 1: Click the ‘Bulk Select’ button.

Step 2: After clicking it, select the workers you want to add to the team schedule by checking the box next to their avatar.

Step 3: After selecting all the workers for the team schedule, click the downward arrow next to the "Bulk Action" button.

Step 4: Select ‘Set Team Schedule’.

Step 5: A window will appear, allowing you to select the "Team Schedule." Click "Apply" to save your changes.

 

II. Jobs Setup

Shifts assigned to jobs will override those on the employee shift calendar and device schedules.

Additionally, you can assign shifts to jobs directly from the main schedule in the Jobs view.

Step 1: To enable shift override for the job from the main schedule, click on the down arrow next to the job name, and select "Enable Shift Schedule Override". Then you can add the shifts.

Step 2: To schedule a job, click the '+' icon in the desired cell.

This will open a modal to create a new shift:

Step 3: You need to select a team for the job.

Step 4: You need to select a shift class for the job or create a new shift class if needed.

Optional: You can make the shift recurring by checking the box next to 'Shift is repeating'.

Step 5: You can also select a geo fence setting and add notes here.

Step 1: Go to the Fareclock Admin Console and go to Manage. Under ‘Manage’ find and click the ‘Schedule’.

Step 2: Click on the "Workers" button.

Step 3: Select ‘Jobs’.

After selecting it, the following will appear on your screen:

Step 4: To schedule a job, click the '+' icon in the desired cell.

This will open a modal to create a new shift:

Step 5: You need to select a team for the job.

Step 6: You need to select a shift class for the job or create a new shift class if needed.

Optional: You can make the shift recurring by checking the box next to 'Shift is repeating'.

Step 10: You can also select a geo fence setting and add notes here.

Alternatively to scheduling shifts to workers or teams, you can assign shifts to jobs. For more information on job costing, see our help article here: How To Set Up Costing. You will need to have costing enabled and set up to use this feature.

Step 1: Go to the Fareclock Admin Console and go to Settings. Under ‘Settings’ find and click the ‘Costing’.

Step 2: Click the ‘Jobs’ tab above the settings.

Step 3: Select the job you want to assign.

Step 4: At the bottom of the job edit form, there is a ‘Shift Overrides’ section. Click it and enable the ‘Override Employee Shift Calendar for this Job’.

Step 5: After clicking it, select 'Open Shift Calendar for this Job' to edit the shift calendar.

After selecting it, a window prompt will appear, allowing you to edit the shift calendar:

Step 6: You have several options to modify the settings above:

1. Edit the calendar to your preferred dates.
2. Adjust the shift duration—choose from weekly, bi-weekly, or monthly schedules.
3. Export the data to Excel or print it.
4. Access additional tools for further customization.

Step 7: To schedule a job, click the '+' icon in the desired cell.

This will open a modal to create a new shift:

Step 8: You need to select a team for the job.

Step 9: You need to select a shift class for the job or create a new shift class if needed.

Optional: You can make the shift recurring by checking the box next to 'Shift is repeating'.

Step 10: You can also select a geo fence setting and add notes here.

III. Devices Setup

Shifts assigned to devices will override those on the employee shift calendar, but they won’t override shifts assigned to jobs.

You can also assign shifts to devices directly from the main schedule in the Devices view.

Step 1: To enable shift override for the device from the main schedule, click on the down arrow next to the job name, and select "Enable Shift Schedule Override". Then you can add the shifts.

Step 2: To schedule a shift, click the '+' icon in the desired cell.

This will open a modal to create a new shift:

Step 3: You need to select a team for the device.

Step 4: You need to select a shift class for the device or create a new shift class if needed.

Optional: You can make the shift recurring by checking the box next to 'Shift is repeating'.

Step 5: You also have the option to select the Job for this device.

Optional: If 'Costing Selection is Partial' is enabled, you will be prompted on the Time Clock application to select any fields that were not locked.

Step 6: You can also select a geo fence setting and add notes here.

Step 1: Go to the Fareclock Admin Console and go to Manage. Under ‘Manage’ find and click the ‘Schedule’.

Step 2: Click on the "Workers" button.

Step 3: Click on the "Devices" button.

After selecting it, the following will appear on your screen:

Step 4: To schedule a shift, click the '+' icon in the desired cell.

This will open a modal to create a new shift:

Step 5: You need to select a team for the device.

Step 9: You need to select a shift class for the device or create a new shift class if needed.

Optional: You can make the shift recurring by checking the box next to 'Shift is repeating'.

Step 10: You also have the option to select the Job for this device.

Optional: If 'Costing Selection is Partial' is enabled, you will be prompted on the Time Clock application to select any fields that were not locked.

Step 11: You can also select a geo fence setting and add notes here.

Step 1: Open your organization's console.

In the left corner of your screen, you will see 'Settings'.

Step 2: Click 'Settings’, and you will find 'Devices'.

Step 3: Select the device for which you want to edit the settings.

Step 4: After selecting the device, you will find a settings option underneath where you can locate 'Shift overrides'.

Step 5: Enable the ‘Override Employee Shift Calendar for this Device’. After clicking it, select 'Open Shift Calendar for this Device' to edit the shift calendar.

After selecting it, a window prompt will appear, allowing you to edit the shift calendar:

Step 6: You have several options to modify the settings above:

1. Edit the calendar to your preferred dates.
2. Adjust the shift duration—choose from weekly, bi-weekly, or monthly schedules.
3. Export the data to Excel or print it.
4. Access additional tools for further customization.

Step 7: To schedule a device, click the '+' icon in the desired cell.

This will open a modal to create a new shift:

Step 8: You need to select a team for the device.

Step 9: You need to select a shift class for the device or create a new shift class if needed.

Optional: You can make the shift recurring by checking the box next to 'Shift is repeating'.

Step 10: You also have the option to select the Job for this device.

Optional: If 'Costing Selection is Partial' is enabled, you will be prompted on the Time Clock application to select any fields that were not locked.

Step 11: You can also select a geo fence setting and add notes here.