Complete the following configuration before managers create open shifts. Missing, inactive, or incorrectly dated dependencies can prevent Schedule Criteria, employees, or schedules from appearing as expected.
1. Create the group structure and values
Go to Global Settings > Platform Settings > Group Structure.
Confirm that each group used for scheduling is set to Managed and In Use.
Confirm that the groups are arranged in the required priority order.
Go to Global Settings > Platform Settings > Group Values.
Add the values managers will use to organize scheduled work, such as locations, departments, and positions.
2. Assign employees to the required groups
Open each employee’s Employment information and confirm that the employee has a current assignment for every group required by the schedule.
For example, an employee may need current Location, Department, and Position assignments before appearing under the corresponding Schedule Criteria.
Important: Use an effective date that is valid for the scheduling period. Do not backdate an assignment simply to make a scheduling screen load. Enter the correct business-effective date.
3. Create Schedule Criteria
Go to Global Settings > Scheduling > Schedule Criteria.
Create the Schedule Criteria.
Select the groups or custom fields that should organize and describe scheduled work.
Arrange the criteria in the required hierarchy.
Mark a criterion as required only when the employees and open shifts covered by the Schedule Plan will have a valid value for it.
Save the Schedule Criteria.
4. Create the Schedule Plan
Go to Global Settings > Scheduling > Schedule Plans.
Create a Schedule Plan.
Enter the plan name and effective start date.
Select the applicable time zone and Schedule Criteria.
Configure shift swap and shift drop options according to the organization’s scheduling process.
Select the required publishing, cancellation, pickup, and other scheduling workflows.
Set the plan scope to the appropriate groups and custom fields.
Review the advanced scheduling options.
Save the Schedule Plan.
Important: Avoid overlapping active Schedule Plans for the same workforce and date range unless the organization’s scheduling design specifically requires them.
5. Confirm manager access
Confirm that the manager or administrator can open Scheduling and access the intended Schedule Plan.
Employee Portal access and system access serve different purposes:
Employees who only need to view schedules, pick up eligible open shifts, or complete other employee tasks should use My Portal.
Managers who need to create and manage schedules require access to the applicable scheduling features and workforce.
System Users are administrators and, when required by the organization, managers who need access to the administrative software.
Validate the configuration
Before creating open shifts, confirm the following:
The Schedule Plan is active for the intended scheduling period.
The plan name appears in Scheduling.
Shift Planner displays the expected Schedule Criteria hierarchy.
The intended employees have current assignments for all required groups.
The Schedule Plan includes the required publishing and pickup workflows.
The manager can access the intended workforce and Schedule Plan.
No unintended Schedule Plan overlaps the same workforce and dates.
Note: If Shift Planner loads correctly but Scheduler continues to display an error or does not load employees, review the troubleshooting guidance before changing working configuration.