Scheduling Grid: Views, Filters, Budgets and Hours

Purpose

The scheduler grid (Time Tracking > Schedule) is where you see and manage every shift: by employee, work location, or job; by day, week, or month. It shows hours and estimated cost against budgets, and it is where you filter, search, copy, import, and download schedules.

When to use this: as your daily home base for schedule work. This article is the tour of the page itself. The mechanics of creating, editing, publishing, and deleting shifts are in Managing Shifts.

Who can do this: users with Employee Schedule access. View Access shows the grid read-only. Full Access is needed for every change, including copy, import, and publish. See Getting Started with Scheduling.

What the grid shows

Each cell holds the shifts for that row and day. Shifts are color-coded (your convention). Published and unpublished shifts look different so you can tell a draft from what employees can already see. The grid also shows two things that are not shifts:

• Time off: the employee's time-off entries, both approved and still-requested, so you can avoid scheduling over them.
• Holidays: company holidays that apply to the employee.

Neither blocks you from creating a shift on that day. The grid shows them so you can decide.

Filters and search

The Employee Filters panel narrows the grid. Filters combine, update the grid immediately, and stay in effect until you clear them with Reset. You can filter by:

• Work Location
• Department
• Job Title
• Pay Group
• Pay Type
• Employment Type

Combine several to isolate a segment, for example hourly part-time staff at one location. The Search box finds an employee by name on top of the active filters.

Views

Choose Week, Month, or Day from the view selector. In Week and Day you can also set the row scope to Employee, Work Location, or Job. Active filters and search stay applied as you move with the previous and next arrows. Click the date range at the top to jump to a date.

Row scopes (Week and Day):

• Employee: each row is an employee; cells show that person's shifts.
• Work Location: each row is a location; cells list all employees' shifts at that location for the date.
• Job: each row is a job; cells show all shifts tagged to that job. An "Uncategorised Job" row collects shifts with no job tag.

[Screenshot: scheduler grid, week view, employee scope. Use demo data.]

Cost and hours totals

From the Actions menu, toggle Show Cost / Hide Cost and Show Hours / Hide Hours. Totals appear at the bottom of each column in Day and Week views, not in Month view. Draft and published shifts are both counted.

• Total hours: the sum of all shift hours shown in the column.
• Total cost: the sum of each shift's estimated cost. A shift's cost is its hours multiplied by a rate:
• Hourly employee, shift tagged to a job: the employee's hourly rate for that job.
• Hourly employee, no job tag: the employee's primary job rate.
• Salaried employee: an hourly equivalent, calculated as annual salary divided by (hours per pay period × pay periods per year).
• The rate used is the one in effect on the shift date. A raise dated mid-week changes the later days only.

Cost is a planning estimate. It does not include overtime, premiums, or differentials, and payroll never uses it.

Wages/Hours budgets

From Actions, choose Wages/Hours Budget to set targets per work location. In the budget window:

• Choose Daily or Weekly.
• For each Date (daily) or for the week (weekly), enter Budgeted Hours (hours and minutes) and Budgeted Wages (dollars). A Weekly Total is shown.
• The budget week runs from your Schedule view start day.

Once set, the grid shows a BUDGETED row so you can compare scheduled hours and cost against the target while you build. When the scheduled total for the range on screen exceeds the budget, the Publish Shifts confirmation shows the warning "Schedule cost, hours, or both have exceeded the set budget." before you publish. It does not stop you; click Yes to publish anyway.

Copy Schedule

Rebuilding the same roster every week is unnecessary. Click the copy icon next to the date navigation to open Copy Schedule. The options depend on the view you are in:

Click Copy. The rules:

• Only the shifts currently on screen are copied (filters and search apply). Open shifts in the range are copied too.
• Every copied shift is created as a Draft. Nothing reaches employees until you publish.
• A copied shift that would overlap a shift the employee already has in the target range is skipped, and the skipped shifts are listed.
• Shifts for employees terminated before the target date, and shifts for employees you cannot edit, are skipped.
• The Copy From and Copy To ranges must be different.

After copying, review the target week, adjust, and publish. See Managing Shifts.

Bulk schedule import

To create many shifts at once, use Schedule Import (icon at the top of the Schedule page).

1. In the popup, download the Template. It is an Excel workbook with one row per shift. It comes pre-populated with every employee you have access to, one row each, dated tomorrow and using the Shift default timing from Schedule Settings.
2. Edit the workbook. Each row carries: Employee ID, First, Middle and Last Name, Job Title, Work Location, Date, Shift Start Time, Shift End Time, Job, Shift Color, and Notes. Add or remove rows and change dates and times as needed. Employee ID, Date, Start Time, and End Time are required. Shift Color accepts Blue, Purple, Green, Red, or Yellow; blank means Blue.
3. Upload the file (.xls or .xlsx). Processing runs in the background; you can keep working in UZIO. A confirmation appears when it finishes. Any failed rows are written to an error file in the File Center, with the row number and reason.

Import rules:

• Imported shifts are created unpublished. Publish them before employees can see them or clock in against them.
• Rows go through the same checks as the Add Shift window: no overlap with an existing shift, end time after start time, and you must have Full Access to the employee.
• If a row matches an existing unpublished shift for the same employee, date, start and end time, the import updates that shift's job, color, and notes instead of failing. This lets you re-upload a corrected draft. A published shift is never changed by import.

Download the schedule

From Actions you can export the grid two ways. Both respect the active filters and search.

• Download Schedule PDF: the scheduler grid as a PDF for sharing and recordkeeping, including the shifts currently displayed (published and unpublished).
• Download Schedule XLS: an Excel file generated in the background, with a download link when ready ("Schedule has been downloaded successfully."). It runs the Shift Assignment Report for the employees on screen. Columns: First, Middle and Last Name, Employee ID, Reporting Manager, Pay Type, FLSA Classification, Department, Work Location, Job Title, Date, Shift Start Time, Shift End Time, Status (Published or Unpublished), and Notes. You can also run this report from the Reports section for any date range.

Common problems

Why did some rows in my schedule import fail?

The confirmation only tells you the import finished. The detail is in the error file in the File Center, which lists each failed row and its reason. The messages you will see:

• "Overlapping shifts are not allowed." The employee already has a shift in that window. Fix the times, or remove the conflicting shift on the grid, and re-upload only the corrected rows.
• "Please enter a valid employee ID.", "Please enter a valid date.", "Please enter a valid shift start time.", "Please enter a valid shift end time." A required cell is blank or in the wrong format. Copy the format from a pre-populated row.
• "Shift out time cannot be before shift in time." Swap the two times.
• "You do not have access to create shift for this employee." The employee is outside your role's employee scope, or your Employee Schedule access for them is not Full.
• "Notes is exceeding the maximum length." Shorten the note.

I imported shifts but employees can't see them

Imported shifts always arrive unpublished and are invisible to employees until you publish them. Publish from the grid once you have reviewed the import.

The cost totals look wrong, or show "-"

• "-" on every shift: your role does not have permission to view compensation. Ask a user who manages roles. Hours still show.
• "-" on some shifts: you can view compensation for some employees but not others (employee scope). Those shifts are excluded from the total.
• A number that looks wrong: check the rate source. A job-tagged shift uses the employee's rate for that job; an untagged shift uses the primary job rate; a salaried employee gets a derived hourly rate. A missing job rate produces a zero cost for that shift. Remember the total is a planning estimate, not a payroll figure.

Why is the grid missing employees or shifts I expect?

Check the Employee Filters panel and the Search box first. Filters stay in effect until you click Reset, and everything on this page honors them. Then confirm the employee is enrolled in time tracking and within your role's employee scope.

Copy Schedule created fewer shifts than I expected

Copy skips any shift that would overlap a shift the employee already has in the target range, and lists the skipped shifts when it finishes. It also skips employees terminated before the target date and employees you cannot edit. And it copies only what was on screen, so a filter applied to the source week limits the copy.

Related articles

• Getting Started with Scheduling
• Managing Shifts: Creating, Publishing, Editing, and Deleting
• Schedule Settings and Notifications: default shift timing, start-day setting
• Creating and Filling Open Shifts
• Using the File Center: where import error files land