Repeating Schedules

This article explains how to utilize the repeating schedules feature in myStaffSchedule.

What is a Repeating Schedule?

myStaffSchedule includes a recurring schedule function, also known as a cycle schedule. This functionality operates based on a pattern created by the user, which is then displayed on the primary schedule with specific logic. Typical examples include 1 day on/1 day off, 2 days on/2 days off, and similar patterns. Once the pattern is established, the main schedule will automatically show this pattern for any future date. 

How do I set up a Repeating Schedule?

To set up a Repeating Schedule, you will need:

1. Cycle Start:

   • Navigate to SETUP > Configuration and click on the Advanced tab.
   • Set the Cycle Start Date which marks the beginning of all recurring patterns. (Important: Once set, this date should not be altered.)

2. Cycle Repeat (in Weeks):

   • Go to Staff Group, select the relevant group, and specify the cycle duration in the Cycle Repeat field. Repeat for other groups as needed.

What are the notations used in Repeating Schedules?

• Dog Ear: Indicates data from the repeating schedule. Modifying a schedule cell removes the dog ear, which means the specific day has been overridden but does not affect the overall pattern.

• Group Headers: They indicate the number of weeks in the pattern and also specify which week is being represented. Please refer to Picture 1 below for clarification.
  

  Picture 1.  Highlights for Repeating schedule Title and Week numbers. 

How do I manage Start and End Dates in a Repeating Schedule

Every staff member has a Start and End date initially left blank.  Start and End Dates control the visibility of the repeating schedule on the primary schedule. These dates do not affect the Cycle Start Date. Setting these appropriately ensures the repeating pattern is visible only during specified periods.

Can you provide an example of setting up a Repeating Schedule?

Certainly! Here’s a practical example:

• We have three staff members: Jon, Krista, and Ricky. Jon's start date is July 1st, while Krista and Ricky will commence their rotation on July 8th. Krista and Ricky will alternate their work weeks, with Krista starting first, as illustrated below: 

  July
  	Week 1	Week 2	Week 3	Week 4	Week 5
  	Jon	Jon	Jon	Jon	Jon
  		Krista	Ricky	Krista	Ricky

  This is a 2-week repeating schedule, with the Staff group configured for a cycle repeat of 2 weeks. For our illustration, we'll designate Monday, July 1st, as the Cycle Start Date. Please note that Start and End dates have not been assigned yet. Refer to Picture 2 for visual guidance. 

   

  

  Picture 2. Repeating Schedule screen. 

   

  Let’s look at the primary schedule.  See Picture 3. 

  

  Picture 3. Primary schedule with repeating schedule. 

   

  This appears satisfactory, but we need to adjust Ricky and Krista's schedules by one week since they don't start until July 8th. Let's update the Start Dates for both of them and then review the primary schedule once more. 

  

  Picture 4.  Primary Schedule with July 8th as start date for both Krista and Ricky. 

   

  That's not quite what we intended. Krista is supposed to work during the week of July 8th, so we need the opposite adjustment. It's worth noting that when we added the Start dates, it didn't alter the timing of the repeating cycle; it still commences on July 1st, as indicated by the cycle start date. The Start and End dates merely dictate the visibility of the repeating schedule; anything before the Start date or after the End date won't be displayed on the primary schedule. 

How do I adjust schedules if there is an issue?

If scheduling adjustments are needed (e.g., incorrect starts for Krista and Ricky):

• Update the Start Dates.
• Manually adjust or use the Swap function to correct the sequence.
  
  

For the example above, In Picture 4 – Week 2, note the highlighted red border. Assign Krista to Week 2 and Ricky to Week 1. You can manually adjust each day for both individuals or use the Swap button. The order of names does not influence the process; either name can be swapped with the other as needed.

Modal 1.  Swap Dialog box. 

Picture 5. Updated Repeating schedule. 

Now, let's review the primary schedule; everything appears to be in perfect order. 

Picture 6. Primary Schedule View