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User GuideTimeForce Advanced Scheduling is the affordable employee scheduling system that lets youschedule your employees via the Internet. It also gives your employees the ability to view and printschedules online. You can access work schedules from any computer with an Internet browser,giving you unparalleled scheduling flexibility and power.IntroductionThis user guide is organized into a step-by-step approach for setting up, preparing, and using TimeForceAdvanced Scheduling. Regardless of whether you need to schedule 10 employees or 10,000 employees,Advanced Scheduling is scalable and customizable. The sections in this guide explain how AdvancedScheduling can work to meet your scheduling requirements.What’s in this guideHow to Get Started9 Steps to Set UpEnter Your InformationCreate Your ScheduleWhat You See on the Scheduling ScreenBegin Scheduling Your EmployeesImport schedules into the TimeForce II systemHow to Use the Tools and FunctionsLearn Reports FeaturesSoftware License Agreement

How to use this guideFirst, the user guide explains the logical steps of getting TimeForce Advanced Scheduling set up for use. Eachsection provides a description of the information needed and the procedures used for completing each part ofthe set up. Follow the recommended sequence for the most efficient set up.Second, the guide provides the information you may need for using Advanced Scheduling after you are up andrunning. It explains the how-to’s and procedures you’ll use to make Advanced Scheduling work mosteffectively.To quickly navigate the sections of this guide, you can use the links in the “What’s in this guide/section” lists.References in the guide to other related topics also use links. Press ctrl and click the name of the section ortopic you want to see. All links are displayed in blue, underlined text throughout this guide.Additional resourcesYou can also find information within TimeForce Advanced Scheduling by reviewing the “What is this?” links.These links are displayed in the upper right corner of most screens. Click the “What is this?” underlined text tolearn more about the screen you are viewing.If you don’t find the information you’re looking for in this guide or the “What is this?” links, you can contact usby calling 1-800-733-8839. We're here to help! Our business hours are 6:00 a.m. to 6:00 p.m. Mountain time.Additional contact information:AddressQqest Software Systems, Inc.9350 South 150 East Suite 300Sandy, UT 84070 USAPhone & FaxSales DepartmentSupport -9545How to Get StartedThis section presents a brief overview of TimeForce Advanced Scheduling and explains how you can get startedby preparing for the setup process.What’s in this sectionWhat is TimeForce Advanced Scheduling?Preparing to set upWhat is TimeForce Advanced Scheduling?TimeForce Advanced Scheduling is the fastest way to schedule your employees online. It saves you time byletting you schedule multiple employees in one easy step. You can copy schedules or rotations so you don’tneed to re-enter redundant or repeating work schedules.Advanced Scheduling gives you the power to manage your employees’ schedules and achieve your staffinggoals. Many businesses schedule overlapping shifts to increase staff coverage during peak times. WithAdvanced Scheduling, you’ll always know if you’re covered.You can also avoid scheduling unnecessary overtime. From each schedule view, you can see how many hoursan employee is scheduled. By displaying total hours in the schedule view, you will be able to better manageyour employees’ work schedules and reduce your labor expense.TimeForce Advanced Scheduling is based upon many of the features and functions of Visual Staff Scheduler PRO, the #1 employee scheduling software. This means Advanced Scheduling uses state-of-the-art schedulingsoftware technology that’s proven in the “real world” and backed by a company committed to serving thescheduling needs of its customers.TimeForce Advanced Scheduling User Guidepage 2

Preparing to set upThere are five parts to setting up TimeForce Advanced Scheduling: Linking Advanced Scheduling to your TimeForce II Databasecompleting the 9 steps to set upentering set up informationcreating schedulesimporting schedules into the TimeForce II systemTimeForce Advanced Scheduling links to your TimeForce II database, pulling all employees, departments, andpositions from the information that you have already entered into TimeForce II. All shift and scheduleinformation is created and maintained in Advanced Scheduling, and imported into the TimeForce II system.When you begin, you should be somewhat familiar with your company’s or organization’s structure as it relatesto its number of locations and employees, its number of departments and positions or job titles, as well as theschedules you’ll need. You can go to the 9 Steps to Set Up section of this guide for more information.As you begin completing these steps, you may find you have incomplete information. Don’t panic! You canreturn to the setup screens to enter more details, edit or update what you have, and choose other settings,such as usernames and passwords, at any time. You can review the Enter Set Up Information section of thisguide to learn more.Finally, consider whether you will create one schedule or multiple schedules. You may want to refer to theCreate Your Schedule and Approaches to scheduling sections in this guide for more information.9 Steps to Set UpA simple process walks you through nine steps that set up TimeForce Advanced Scheduling for use. Afterlinking Advanced Scheduler to your TimeForce II database and importing employee profiles from TimeForce II,you can begin scheduling your employees immediately.What’s in this sectionAbout the set up steps9 steps to getting startedAbout the set up stepsThe first setup step is to link Advanced Scheduler to your TimeForce II database. Once a link has beenestablished, employee profiles, departments, and positions are imported to the Advanced Scheduler fromTimeForce II. Employee names and other details needed to prepare your schedule, or schedules, should becompleted in TimeForce II before beginning the importing process.Be sure to consider who will be entering the information. This person should have access to information, suchas employee records, and he or she should be familiar with the company’s expectations of AdvancedScheduling to begin the set up process accordingly. Also, after completing the initial set up, this person is goingto have full access to Advanced Scheduling with all user and administrative permissions.By completing the initial set up, you will give TimeForce Advanced Scheduling enough information to get youstarted. You can return to the set up at any time to enter additional information and make adjustments youmay need. Once employees have been sent to Advanced Scheduler, any edits made to employee information inTimeForce II will be automatically updated.TimeForce Advanced Scheduling User Guidepage 3

9 steps to getting startedThere are 9 steps identified to collect the necessary information for getting started, and depending on the levelof detail you enter, you may be able to begin scheduling your employees immediately. Your input showsAdvanced Scheduling how to organize company and employee information to begin preparing your schedule, orschedules, for you. Before you begin, you may want to review the following summaries of each set up step.Step 1: Link Advanced Scheduling to your TimeForce II databaseAdvanced Scheduling is linked to the TimeForce II database from the Settings screen of the TimeForce IIprogram. Log into TimeForce II as an administrator user. Click on the main Admin navigation tab at the topof the screen, and then on the Settings link located under the System Tools header. The AdvancedScheduling section is located at the bottom of the screen.Ensure that the Advanced Scheduling setting is enabled and enter the URL to the Advanced SchedulingServer. This address should point to the Advanced Scheduling API, and not to the Advanced Schedulingwebsite. A typical appearance for this setting would be: http://[servername]/ScheduleAnywhereAPI.A Username and Password has been provided to you by Qqest Software Systems. Enter the providedinformation into the Username and Password fields. Click on the Test Connection icon to test the link. If“Connected to Advanced Scheduling Successfully” appears, click on the Save icon at the bottom of thescreen to save the changes that you have made. If a message appears indicating that the API could not befound, check your settings and try again.Step 2: Set up TimeForce II departmentsEnsure the department levels that your employees will be assigned to are set up in the TimeForce IIsystem. A department is a group of employees who work at the same location. For example, a singlelocation may have a sales department, a customer service department, an accounting department, and anadministrative department.Step 3: Set up TimeForce II employee positionsIf not done so already, enter the positions (or job titles) of your employees into TimeForce II. Positionsidentify the types of employees you will be scheduling. For example, a department may have managers,sales associates, customer service representatives, accounting assistants, and administrative assistants.Using positions, or job titles, in Advanced Scheduling allows you to easily identify groups of employees onyour schedule(s). Additionally, it gives you the ability to track the number of employees or hours you havescheduled by position.Step 4: Set up employees in TimeForce IIPrepare your employee profiles in TimeForce II for import into Advanced Scheduling. Ensure that alldepartment and position assignments that you would like to be reflected in Advanced Scheduling aremade in TimeForce II.Once an employee from TimeForce II is sent to Advanced Scheduling, the employee is linked between thetwo programs. Any changes made in TimeForce II that apply to the information in Advanced Scheduling areautomatically updated.It is not necessary to enter every employee at this time. You can add, edit, or delete employees and theirinformation at any time after the initial set up. However, you will want to enter at least one employeebefore continuing to the next step.You can enter additional information for each employee after the initial set up, including: e-mail addresswork and home phone numbersaddress(es)city, state, and zipemployee ID numberTimeForce Advanced Scheduling User Guidepage 4

username and passwordmanager’s nameuser and administrative permissionsRemember that all employee information is managed from the TimeForce II system. Any changes made toprofiles directly from Advanced Scheduling will be overridden the next time information from TimeForce IIis sent.Step 5: Log into TimeForce Advanced SchedulingWhen you’ve completed the TimeForce II portion set up, you’re ready to log in to Advanced Scheduling. Goto www.myAdvancedScheduling.com.After entering the username and password that was provided to you by Qqest Software Systems, the ViewSchedules screen is displayed. Be aware that this is your initial log in. The view on your screen may not bewhat you anticipated. You will enter more information and choose additional settings before your scheduleview is complete.Step 6: Set up locationsLocations are set up in Advanced Scheduling itself, and are not used by the TimeForce II system. A locationis a place where your company or organization operates. For example, you may have one location in onecity, different locations in one city, or many locations within several cities, states, or countries. You canadd, edit, or delete locations at any time after your initial set up.If you have more than one location, TimeForce Advanced Scheduling creates a separate schedule for eachlocation you enter. Later, employees are added to the schedule for their respective locations. If you haveemployees who work at more than one location, you can make adjustments for that as well.TimeForce Advanced Scheduling User Guidepage 5

Step 7: Set up explanationsEnter the explanation names you want to use. Explanations add details to clarify what a person will bedoing during a shift, such as training. An explanation can also indicate why a person is not scheduled, suchas vacation or sick leave. You can also assign each explanation its own abbreviation. For example, “VAC” ispre-defined in the system as the abbreviation for the explanation “Vacation.”You can enter an unlimited number of explanations in TimeForce Advanced Scheduling, and six predefined explanations with abbreviations are included: holiday, vacation, sick, tardy, personal leave, andtraining. Any new pre-defined explanation or abbreviation can be changed or deleted at any time after setup.It is not necessary for your company to use explanations. They are provided as a tool to add additionalinformation to schedules. If your company doesn’t use explanations, continue to the next set up step.Step 8: Create schedulesWill you create one schedule or multiple schedules? Depending on the structure of your company and thescheduling information you need to make available, one approach could be better than the other. Creatinga master schedule provides one complete view of your company. While creating individual schedulesprovides smaller, grouped views of your company’s employees.Step 9: Import schedules into TimeForce IIImport the schedules you have created using Advanced Scheduling into the TimeForce II system.Schedules are imported by starting date and number of days.Enter Your InformationThis section provides you a step-by-step reference for reviewing and entering the schedule and employeeinformation you set up in TimeForce Advanced Scheduling. You can return to these parts at any time after yourinitial log in.Here, you can also define any explanations you may want to use in your schedule(s) to communicate additionaldetails when assigning shifts.You can refer to the instructions in this section any time you need to add, edit, or delete schedule andemployee information.Note: If you anticipate making changes to or deleting your initial set up responses, prepare to do so beforeassigning shifts in your schedule(s).What’s in this sectionEnter your departments and positions in TimeForce IIConfigure employee information in TimeForce IIEnter locations in Advanced SchedulingDefine explanations in Advanced SchedulingAssign Advanced Scheduling access and permissionsEnter your departments and positions in TimeForce IIBegin by reviewing each department and position you entered into TimeForce II during the initial setup. At thistime, you can add, edit, or delete as much information as needed. You may want to review the informationabout scheduling approaches in the Approaches to scheduling section of this guide.TimeForce Advanced Scheduling User Guidepage 6

The following instructions provide a brief overview of setting up departments and positions as they pertain toAdvanced Scheduling. Refer to the TimeForce II help files for full documentation on each feature. Once adepartment and/or position has been assigned to an employee and sent to Advanced Scheduling, any changesmade in TimeForce II will be automatically updated.Enter DepartmentsDepartments are used to define different groups of employees who work at the same location. For example,each store may have a sales department, a customer service department, an accounting department, and anadministration department.Department Levels in TimeForce II are set up from the main Admin screen. Click on the Department Structurelink located under the Company header. Refer to the TimeForce II help files for full documentation on creatinga department structure.Enter PositionsPositions are used to define the types of employees you will be scheduling. For example, each store may havemanagers, sales associates, customer service representatives, and accounting assistants.From the main Admin screen in TimeForce II, click on the System Customization link located under SystemTools. The first box on this screen is labeled System Lists. Locate Position in this list and click on it to highlightit. The Current Values box displays each position currently in the system. Use the Name box to add, edit ordelete positions. Refer to the TimeForce II help files for full documentation on creating positions.Configure employee information in TimeForce IIAll employee information in Advanced Scheduling is pulled from your employee profiles in TimeForce II. Oncean employee is sent to Advanced Scheduling, a link for that employee is created between the two programs.Any changes made to the employee’s information and settings in TimeForce II are automatically updated.When you view a schedule, employees’ names, departments (if entered), and positions (if entered) are listedon the left side of the screen.Begin by configuring and importing any managers and their information first. You need this information whenyou continue to add or edit employees and are asked to indicate their manager. If you’re planning to use theTime Off Request tool, manager details are required so Advanced Scheduling can recognize who shouldreceive the employees’ requests. For more information about time off requests, refer to the Sending andviewing time off requests section of this guide.The following instructions provide a brief overview of setting up employee profiles as they pertain to AdvancedScheduling. Refer to the TimeForce II help files for full documentation on this screen and its features.Click on the main Employee tab in TimeForce II. Use the navigation buttons on the left of the screen to createnew employees or select existing profiles. Click on Position and Salary from the row of links at the top of thescreen. Your employees are assigned to a department and position from the Position and Salary section of thisscreen. Make the desired selections, and be sure to save the changes that you have made.Click on Employee Main from the row of links located directly below the main program navigation tabs. TheAdvanced Scheduling Employee option appears at the bottom of the screen. This is where you specify that youwould like to send this employee (as well as the department and position that they are assigned to) toAdvanced Scheduling. Select Add to Advanced Scheduling from the drop-down menu, and click on the UpdateEmployee icon. The employee information is sent to Advanced Scheduling, and a link is established for theemployee between the two programs. Any edits made to the employee’s profile information in TimeForce II,including department and position assignments, will now be automatically updated in Advanced Scheduling.Enter locations in Advanced SchedulingLocations are used to define each place where your company or organization operates. For example, you mayhave one store in one city, different stores in one city, or many stores within several cities, states or countries.In this case, each store represents a different location.TimeForce Advanced Scheduling User Guidepage 7

Locations may be useful when creating and maintaining your schedules in Advanced Scheduling. However, theschedules that are imported into the TimeForce II system are not differentiated by location.To add a location:1. Go to Set Up Company Maintenance Locations Add New Location.2. Enter a Location Name.3. Enter the location information, if needed: Address, City, State, Zip, and Phone number.4. Enter a Description, if needed.5. Click the Save button.To edit a location:1. Go to Set Up Company Maintenance Locations and click the Location you want to edit.2. Make changes to the location name and location information, if needed.3. Change or add description information.4. Click the Save button.To delete a location:1. Go to Set Up Company Maintenance Locations, and click the Location you want to delete.2. Click the Delete button and OK to delete it.Define explanations in Advanced SchedulingWith TimeForce Advanced Scheduling, you have the option of using explanations to add details that describewhat a person will be doing at work during a shift, such as attending training. An explanation can also indicatewhy a person is not scheduled to work, such as vacation or sick leave.To add an explanation:1. Go to Set Up Company Maintenance Explanations.2. Select Add New Explanation and enter an Explanation Name, such as “Vacation.”3. Enter an Abbreviation. For example, “VAC.”Note: Abbreviations are used in the 14 Day, 28 Day and 42 Day views.4. Enter a Description, if needed.5. Click the Save button.To edit an explanation:1. Go to Set Up Company Maintenance Explanations and click the Explanation you want to edit.2. Change the name of the explanation or abbreviation, if needed.3. Edit or enter a Description, if needed.4. Click the Save button.To delete an explanation:1. Go to Set Up Company Maintenance Explanations and click the Explanation you want to delete.2. Click the Delete button and OK to delete it.TimeForce Advanced Scheduling User Guidepage 8

Assign Advanced Scheduling access and permissionsYou can grant managers and employees access and permissions to TimeForce Advanced Scheduling based onthe varying needs of each individual. Give read-only access to employees who need to view personal schedulesor other information from your schedule(s), or allow no access at all. You can also choose to give employeespermission to send time off requests directly to their manager. Managers may need additional administrativepermissions, such as the ability to set up and assign shifts, or add locations and departments.The following limitations apply when user and administrative permissions are being assigned: The account administrator, or the person completing the Advanced Scheduling set up, can assign anyuser or administrative permissions while entering manager and employee information, regardless ofwhat the administrator has for personal permissions. A manager can assign any or all of the user permissions to employees, regardless of what themanager has for personal permissions. A manager can only assign employees the same administrative permissions that he or she has forpersonal permissions.For example, a manager has the user permission for viewing staff schedules, and the administrativepermissions for setting up employees and setting up shifts. If this manager enters a new employee, he or shecan give the new employee any or all user permissions: viewing personal schedules, viewing staff schedules,and requesting time off. However, the only administrative permissions this manager can assign the newemployee are setting up employees and setting up shifts because he or she has been assigned theseadministrative permissions. Access and permission selections are made when you enter each manager’s oremployee’s information.Allow access to TimeForce Advanced SchedulingGive individuals access to TimeForce Advanced Scheduling by setting up their log in information. Enter theE-Mail/Username and Password you want them to use, and then confirm the password. Passwords mustcontain more than seven characters.You must also specify a user permission. The username and password you assign will work in conjunctionwith user permissions. They can allow employees to access read-only personal or staff schedules and torequest time off.Select user permissionsYou can grant permission to view schedules and send time off requests directly to managers. You canselect each permission that applies to the individual, and make changes to their settings at any time.View personal schedule:This permission gives an employee read-only access to their personal schedule. Employees can view up tosix weeks of schedule information, for any time frame, in an easy-to-read, calendar format.View staff schedules:This permission gives an employee read-only access to all schedules where his or her name is displayed.For example, if an employee works shifts at both Location A and Location B, you can give the employeeread-only access to see the schedules specifically for these locations, while still denying access to otherlocation schedules.Request time off:This permission allows employees to use the Time Off Request tool. With this tool, employees can sendtime off requests to their manager. When a request is received by the manager, it can be accepted ordenied. The response is returned and automatically displayed when the employee logs in to the system. Ifthe manager accepts the request, any conflicting shifts are immediately removed from the employee’sschedule and a time off request shift is added in place of the shifts.Change employee profile:With this permission, employees can take care of updates to their profile, including contact informationand passwords. To use this permission, an e-mail address is required for the employee.TimeForce Advanced Scheduling User Guidepage 9

Select administrative permissionsUse these options to give individuals additional permissions, such as the ability to set up shifts ordepartments. You can select each permission that applies, and make changes to settings at any time.Set up administration:Select the Administrator option to grant all administrative permissions. The administrator has access to allschedules in Set Up Schedules and can view all schedules within the organization. Administratorpermission is displayed following the employee’s name in the employee list, i.e. Joe Smith (Admin).Set up schedules/shifts and assign shifts:Select the Manager option to designate the employee as a manager. A manager is someone who has theauthority to schedule employees.Advanced Scheduling locations, departments, positions, employees, and explanations:Select each function you want the individual to have access to.Create Your ScheduleCreating schedules is the next set up step for TimeForce Advanced Scheduling. The information in this sectioncan help you with: setting up a schedule, or multiple schedulesusing the schedule sharing optionadding your employees’ names to your schedule(s)defining the shifts and filters you’ll be usingYou can also refer to the instructions in this section any time you need to add, edit, or delete the selectionsyou’ve made for your schedule(s), sharing options, employees, shifts, and filters.What’s in this sectionSet up schedulesShare schedules with other managersApproaches to schedulingAdd employees to your scheduleDefine shifts employees workDefine filters to apply to your schedulesSet up schedulesYou may want to set up one schedule that includes all your employees, or separate schedules that includeemployees for each location, department, or position. Before setting up your schedule(s), determine which ofthese two approaches is better for your company. With Advanced Scheduling, you can also transfer ownershipof schedules to other managers as needed. You can see Approaches to scheduling for more details.To set up or add a schedule:1. Go to Set Up Schedules and click a location you entered during set up, or click Add New Scheduleand enter a new Schedule Name.Note: This name is displayed in the Current Schedule drop-down list and any other schedule lists.2. Select a Default View: 1 day, 7 day, 14 day, 28 day, or 42 day.3. Select the week start day from the Beginning of the Week drop-down list.Note: The beginning of the week is Sunday unless otherwise specified.4. Click check boxes for Department, Position, or Total Hours columns to show any or all in the schedule.TimeForce Advanced Scheduling User Guidepage 10

5. Enter a Description of the new schedule, if needed.6. Click the Select Managers check box to share your schedule with other managers, and select themanager(s) who should also have access to this schedule. For more information, refer to the Sharingschedules with other managers section of this guide.7. Click the Save button.To edit a schedule:1. Go to Set Up Schedules and click the schedule you want to edit.2. Edit Schedule Name, Default View, and Department, Position, or Total Hours selections, as needed.3. Add, edit, or delete Description information.4. Add or remove schedule sharing permissions.5. Click the Save button.To transfer schedule owner:1. Go to Set Up Schedules and click the schedule you want to transfer.2. Select the new owner from the drop-down list.3. If you want to transfer the employees to the selected manager, select Assign Employee Records onThis Schedule to This Manager.4. Click the Save button.To delete a schedule:1. Go to Set Up Schedules and click the schedule you want to delete.2. Click the Delete button and OK to delete it.To restore a schedule:1. Go to Set Up Schedules and select Inactive Schedules from the Show drop-down list.2. Click the schedule you want to restore.3. Edit Schedule Name, Default View, and Department, Position, or Total Hours selections, as needed.4. Add, edit, or delete Description information.5. Add or remove schedule sharing permissions and transfer schedule ownership, as needed.6. Click the Restore button.Note1: Only the schedule history prior to this schedule’s deleted date will be restored.Note2: Administrators can view and restore any schedule. Managers can view and restore theschedules they created.Share schedules with other managersSharing schedules lets other managers assign shifts and make changes to schedules on your behalf whenyou’re not available. By viewing the tool tips, you can review changes and see the manager who assigned theshift (s) displayed. When managers are unavailable, such as for conferences, training, or retreats, sharingschedules helps you ensure shift requirements are still being monitored in their absence. Employees can alsobe assured a manager is available to assist them should they need schedule changes during you’re absence.TimeForce Advanced Scheduling User Guidepage 11

Approaches to schedulingTo best utilize TimeForce Advanced Scheduli

profiles directly from Advanced Scheduling will be overridden the next time information from TimeForce II is sent. Step 5: Log into TimeForce Advanced Scheduling When you’ve completed the TimeForce II portion set up, you’re ready to log in to Advanced Schedul