Advanced Scheduling

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Homebase offers many advanced scheduling tools to help you build schedules, manage your team, improve communication, and budget your labor.



Here is what you will find in this article:

 

Auto-scheduling

Budget forecast toolbar

Create schedule templates

Department scheduling

Manage open shifts

Schedule confirmation receipts

Schedule employees at multiple locations

Schedule publish history

Shift trade history

Target labor and target sales by hour




Create schedule templates

 

Build out a schedule, save it as a template, and apply it to future weeks with just a couple of clicks.

 

  1. Sign in to your Homebase account at app.joinhomebase.com
  2. Select the Schedule tab in the left menu
  3. Click the Tools button in the upper right corner.
  4. Select Templates.
  5. Enter a template name and click Save.
  6. To apply a template:
  1. Navigate to a new week
  2. Click the Tools button.
  3. Select Templates.
  4. Click on the template you wish to apply and click Apply.

To delete a template:

    1. Click Tools.
    2. Select Templates.
    3. Select the template to open the options.
    4. Click Delete.

Department scheduling

 

Assign managers to build and publish schedules by department, as well as report on labor costs by department:

 

 Part 1: Create departments

  1. Sign in to your Homebase account
  2. Select Schedule in the left menu
  3. Select Departments/Roles under Schedule.
  4. Select Add New Department in the upper right corner and enter the department name.
  5. Click the green check to save the department.
    • To delete a department, click the trash can icon to the far right.
    • To edit a department name, click the blue pencil icon.

Part 2: Create roles for departments

  1. Next to the department you’ve created, search for a role in the drop-down. Or type the name of a role into the field provided and select Create new role.
    • Delete a role by clicking the x beside the name of the role.
  2. Roles can also be created on the schedule builder.
    • Select Schedule and +ADD to create a shift on the schedule. Create a role.

Part 3: Assign managers to departments (optional)

  1. To enable this setting, select Settings in the left menu.
  2. Select Alerts & Permissions in the left menu
  3. Check the box that reads “Allow managers to build and publish schedules for their assigned departments only”.
  4. Save Changes in the upper right corner.
  5. Select Schedule and Departments/Roles.
  6. Add managers to departments in the field to the far right.
    • Delete managers from departments by clicking the x beside their name.

Part 4: Build a schedule by department

  1. Select Schedule in the left menu
  2. In the upper left, next to the date range, select the second drop down box and change it to Department View.
  3. Add shifts to each department.
  4. Publish the schedule by department by selecting Publish in the top right of individual departments.
  5. Publish all shifts with Publish in the top right.

Part 5: View labor cost by department

  1. Labor cost by department can be viewed with the budget forecast toolbar. Click the up arrow at the bottom of the screen on the schedule builder to open the toolbar.
  2. Labor cost can also be viewed by selecting Reports in the left menu. 
  3. Select Departments in the left navigation.

Manage open shifts

 

Create and publish open shifts on your schedule for your employees to claim. Once open shifts are claimed, you have the option to approve or deny the claims.

Part 1: Create open shifts

  1. Sign in to your Homebase account.
  2. Select Schedule in the left menu.
  3. Select the date range in the top left corner.
  4. On the Open Shifts row in the schedule builder, click ADD+.
    • Create the shift that needs to be covered.
  5. Publish in the upper right corner.
  6. Your employees will be notified via email of the open shift and will have the ability to claim it.

Part 2: Approve open shift claim

Web

  1. Select Schedule in the left menu
  2. Click the open shift.
  3. Select the employee you’d like to approve.
  4. Select Approve.

Mobile

  1. Open your Homebase mobile app.
  2. Tap More. (Three horizontal lines)
  3. Tap Requests.
  4. Tap Open Shifts.
  5. Select the shift.
  6. Select the employee to cover.
  7. Tap Assign.

Auto-scheduling

 

You can make scheduling fast and easy even for lengthy employee lists. You can easily auto-schedule open shifts or apply saved templates to your entire schedule. Using a customizable formula, the schedule is automatically applied to eligible employees based off of a points system taking into account time-off and availability, max number of hours per week (set by employer), seniority, and their roles specified on the Team page.

Part 1: Create employee roles

  1. Sign in to your Homebase account.
  2. Select the Schedule tab in the left menu. 
  3. Select Departments/Roles under Schedule. 
  4. Select Add New Department in the top right corner to create a department.
  5. Add roles to your department by typing in the blank field to the right of your department, then Create new role.
    • Delete roles by clicking the X next to the role.
    • Delete departments by clicking the trash can icon to the right.
    • To edit the name of your department, click the blue pencil icon to the right. 

Part 2 (Optional): Set employee auto-scheduling rules 

  1. Select the Team tab in the left menu.
  2. Select an employee’s name.
  3. Select the Auto-Schedule Rules tab.
    • You can customize hours per week, seniority level, and roles the employee can work.

Homebase automatically pre-populates employee roles based on the last 60 days of information and will auto-schedule an employee in that role if they are still assigned to it.

Part 3: Create an open shifts template 

Create a template to save your open shifts as a blank template before utilizing the auto-schedule feature. This will allow you to quickly reset and adjust your schedule if needed.

  1. Select Schedule in the left menu
  2. Select the date range in the top left corner.
  3. Create all of your needed shifts in the open shifts row. Click ADD+ under each day column on the Open Shifts row. 
    • If you need multiple shifts covered per day, select the plus icon on the first created shift to create another shift and click on the shift to edit the time.
  4. Select Tools in the upper right corner.
  5. Select Templates.
  6. Enter a template name.
  7. Select Create.
    • This creates a template of the shifts you need covered that can be used to auto-schedule in future weeks.

Part 4: Auto-schedule your shifts

  1. Once your open shifts are scheduled in the open shifts row, select the wand icon (Auto-Schedule) next to Open Shifts.
  2. Select the rules you’d like to apply and select Auto-Schedule.
  3. Open shifts will stay in the open shifts row if there is no employee availability to cover a shift.
  4. When your schedule is made, select Publish in the top right corner.

 

Q: How are employees and shifts prioritized in the Auto-Scheduling process?

A: We use a points-based system to allow for even scheduling. First, Time-Off and Availability are taken into consideration. Second, the maximum number of hours employees have shown preference to work, seniority, and their roles specified on the Team page. Third, if an employee is scheduled less hours than another, they are chosen for a shift.



Schedule publish history

 

Each time a schedule is published, Homebase records when it is published, who was notified, the date range that was published, and who published it. This function will allow you to see who published each schedule, therefore, if a change was made, you can consult the person that last published.

To find the history:

  1. Select Schedule in the left menu.
  2. Select Tools in the top right corner.
  3. Select View Publish History.

 

Shift trade history

When a shift trade is approved, Homebase records it on the schedule builder. It will specify who traded and when, and who approved the trade. 

To find the trade history:

  1. Select Schedule in the left menu
  2. Set the date range of the traded shift in the top left corner.

    • The word Approvals will appear at the bottom of the shift on the schedule builder.
  3. Click Approvals to see the history of the traded shift.

Schedule employees at multiple locations

 

  1. Sign in to your Homebase account
  2. Select Schedule in the left menu
  3. Above the schedule builder, select the drop-down box with your location’s name.
  4. Select the locations to be visible on the schedule.
  5. A gray box will show where an employee is already scheduled to ensure their schedules don't overlap across multiple locations.

Schedule confirmation receipts

Track that your employees have received the published Schedule with schedule confirmation receipts. When the Schedule is published, notifications are sent to employees via text and email. When the Schedule notification is received as a text on their phone, you will see “Delivered via SMS” on the Schedule. When opened in an email, a note will be listed on the Schedule that the employee has “Opened via Email”. 

  1. Sign in to your Homebase account.
  2. Select Schedule in the left menu
  3. There will be an eye icon next to employee’s names that have seen the schedule.

Budget forecast toolbar

Track your scheduled labor and make sure you're hitting your targets with the weather and sales forecast and Labor % Target and By Department features.

  1. Sign in to your Homebase account.
  2. Select Schedule in the left menu.
  3. Select the date range in the top left corner.
  4. Select Week in the drop-down box next to the date range.
  5. In the lower right corner, click the up arrow to expand the budget forecast toolbar.
  6. Select Tools in the upper right corner.
  7. Select Show/Hide.
    • You can select to show or hide hours, wages, and people.

The Budget Forecast Toolbar:

Weather - The latest weather forecast. 

Sales - Your estimated sales, as the average of the last 2 weeks for each particular day.

    • If you have connected your point-of-sale system to Homebase, we pull in your POS sales.
    • Non-POS merchants are able to enter their sales manually.
    • We allow you to edit all sales values to estimate your labor ahead of time.

Labor % Target - Enter a labor as % of sales target for each day or for the week and we'll show you how you’re doing.

By Department - Your scheduled labor by department.

 

Target labor and target sales by hour

You will need to be connected to one of our POS integrations to actively pull sales.

Using this tool, you have the ability to more precisely schedule your team based on historical data for each day. Enter a desired target labor cost to calculate the required headcount or a target sales number per employee per hour. 

  1. Select Schedule in the left menu
  2. Select Day View in the upper left corner.
  3. Select Tools in the upper right corner.
  4. Select Sales vs Scheduled Headcount.
    • The graphs will appear below the schedule builder.
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