TimeWorksPlus Knowledge Base

Workgroups and Position Codes

Last Updated: Mar 13, 2017 04:08PM MDT
In order for an employee to be scheduled in TimeSimplicity, they must be a member of a Workgroup* and have at least one designated Position*. This article will explain the purpose of these employee attributes.
 
*Note, these fields can be renamed. "Position" can be renamed in the Organization Level setup. "Workgroup" can be renamed in Company Rules.

Workgroups

Workgroups might best be described as Departments. They divide employees into logical groups for scheduling. This way managers need only worry about their designated employees when scheduling.
 
An employee can be a member of multiple Workgroups, but they can only have one Home Workgroup. The Home Workgroup designates the area in which an employee primarily works.
 
Employees can also be scheduled in a Secondary Workgroup(s). Those schedules will appear on every Workgroup schedule to which that employee belongs.
 
When a Workgroup is selected in the Scheduler, a manager will see a list of employees available within that Workgroup. There is an option to show Home and Secondary members of the Workgroup, or just those who are Home Workgroup members.

"You Lack Authorization to Make Schedule Changes"


If you are trying to edit or delete a schedule and you see the above message, it is likely because the schedule was created in a Workgroup other than the currently selected Workgroup. Changes to a schedule must be made in the original Workgroup where the schedule was assigned. Example: If an employee is a member of the "Front Line" Workgroup, but is also scheduled in the "Warehouse" workgroup, then their "Warehouse" shifts will appear on the "Front Line" schedule, but Warehouse shifts can only be changed by going to the Warehouse schedule.

Workgroup Managers

Managers and Supervisors can create and edit schedules for multiple Workgroups. The Workgroups a manager can schedule are designated in their Employee screen. Select Employee under the Employee menu, click the manager and go to the Rules tab / Manager Rules to view and change a managers Workgroups.

Positions

Positions identify which jobs an employee can perform. Example: A restaurant might have shifts for Server, Host, Dishwasher and Cook. These Positions need to be entered in TimeSimplicity under Company Rules / Organization Codes and each employee also needs at least one valid Position Code in their Codes tab.
 
Every schedule must have a Position Code and every employee scheduled for that shift must also have that Position Code.
 
Employees can have multiple Positions, but they can only have one Home Position. The Home Position is usually reserved for a job to which an employee is most often assigned. Any other Positions are Secondary Positions. This allows an employee to be assigned to jobs other than their normal job.

 

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