Versaschedule

How does Versaschedule work?

Versaschedule will automatically build your optimal schedule when you click on the "Find Best Schedule" button on the Schedule page. We will distribute work as evenly as possible according to all the scheduling requirements for each of your tasks and employees. However, you can also create or edit your schedule manually. In this section of the tutorial, we'll show you how easy it is with Versaschedule's intuitive interface.

Making the best schedule

Once you have entered your employees, created your tasks, and assigned tasks to each employee, and approved any time off requests, you are ready to make your schedule. Just click on "Find Best Schedule", and we will generate the best possible for you. It takes between 5 to 60 seconds to create your schedule depending on the size and complexity. If it seems to take too long to create a schedule, considering building the schedule for a smaller period of time such as 14 days or 7 days at a time rather than the default 28 days.

After Versaschedule finishes the schedule, you'll see a preview of it. If it looks good, click on "Save Schedule". After saving this schedule, you can edit and make any adjustments that you need. During this time, your new schedule is unpublished and only visible to Administrators with access.

Drag and drop staff onto the schedule

Grab an employee from the left side palette of employees listed by their abbreviation and simply drag it onto the schedule. If you are viewing the schedule by staff, you can also do the same by dragging and dropping tasks onto the schedule.

Need to assign more than one person to a task?

If you need to assign more than one person to a task, simply drag and drop that employee into the cell next to the employee that is already asigned to this task.

Swapping employees is easy

Swap two employees by simply dragging one of them and dropping them on top of the other and they will swap automatically. If you are viewing the schedule by staff, you can also do the same with the task icons.

Delete item from schedule

Deleting an item from the schedule is easy -- just drag the icon off the schedule and drop it anywhere!

Lock an item on the schedule

Lock an item to the schedule by clicking on the icon once - locked items will have a thin red border. Unlock by clicking it again. If you place items on the schedule, Versaschedule will know that you likely want to keep these items where they are and will not override these manually placed items and will build the remainder of the schedule around your manually placed items. We recommend that you lock items that you manually place on the schedule to help you remember which items were schedule by you. This is also helpful in the event you need to clear your schedule because you can clear everything except your "locked" items.

Block and unblock specific dates on the schedule

Sometimes you need to block certain staff from working certain dates or tasks or sometimes you need to block certain tasks so that they are not assigned any employees for a particular day. Versaschedule gives you amazing granular control to selectively block specific parts of the schedule by simply clicking on the cell itself. Unblock it by clicking it again.

Publish the schedule

When you are finished making your schedule, be sure to Publish the schedule so that everyone can see it. You can still make changes after the schedule is published, but if you add new staff to the schedule, then you will need to Publish it again so that these changes are visible to all. A small reminder on the top of the schedule will tell you if you have any items on the schedule that are unpublished. Also, notice that items that are published will have a slightly darker background compared to items that are not yet published. Click on the schedule menu to see the legend for these icons.

Schedule options, switching views and exporting

Use the menu to adjust various display options for your schedule to help you work more efficiently. You can view the schedule by staff or by tasks -- click "Switch Views" to toggle back and forth. You can also use this menu to export your schedule to a comma delimited format or Excel. A legend for the icons is also included at the bottom of this schedule.

Deleting the schedule

In case you need to clear the schedule, you can click on "Delete All" which will erase all items from the schedule (but not vacation requests). If you want to preserved locked items, click on "Delete Unlocked Only" and only the items that are not locked will be removed.