TimeCurve Online Scheduler User Manual
Contents
1. 22 2 4 10 Planned Hours versus Actual 23 2 4 11 Creating E UP tU 23 2 4 12 SPINO JODS eer 26 2 4 13 Assigning Employees ici tess oe EE ee eal Anes 27 2 4 14 B igo lf 29 2 4 15 Stopping Repeating Jobs 2222 22 2222 31 2 4 16 55 31 2 5 Settings 33 251 SOV CUO WY cotta Sft tese 33 292 sers Sesh anak teases 33 29 9 Payments eta uiti Sarti de mio E Ue 35 2 5 4 Account 2 5 5 Record Management 290 ioi oq te ip 2 6 E 2 6 2 III EYE UH NER bU MERE 2 6 3 Employee Reports 2 6 4 Schedule Reports 92 iE 3 1 Time Zones 1 Overview This manual will guide you through the main views of the TimeCurve Online Scheduler Appendix contains some additional and useful inform2. The Payments tab displays the subscription and payment information It also allows you to modify your subscription options that better suit your business needs you will be able to increase the number of Clients and Employees and add more users to your account Please note that decreasing the number of Clients Employees and users is not supported Initially the Payments tab displays the Price Calculator The minimum number of Clients and Employees you can choose is 50 50 Clients and 50 Employees the maximum is 1000 1000 Clients and 1000 Employees 50 Clients Employees come with one user If you have a Discount Code that was given to you during sales promotions direct marketing or other marketing events you can enter it into the Discount Code field Subscription Price Calculator 1 client Employee pair 1 00 1 User 5 00 Included Users 1 User per 50 Clients Employees 2 Users per 100 Clients Employees Then 1 more User per each next 100 Clent Employees uU em 50 50 00 Included Lisers 1 M Dd 0 00 Total Price 50 00 Subscribe For higher number of Clients Employees or Users contact us to get a quote Discount code After you have subscribed the Payment tab will display the information about your current subscription see the screen shot below as an example The notification about subscription will be sent to you via email sers Payments My Account Record Management EWW subscription Info
3. 2 5 Settings View 2 5 1 Overview Settings View is the area where you can view and modify various settings and options It consists of the following tabs Users Payments Account Record Management EVV Electronic Visit Verification 2 5 2 Users Tab The Users tab opens the Users view where the account owner can add new users to the account and assign roles to them The Users view consists of navigation panel on the left with the New User button Search box and list of users and user detail panel on the right To add a new user to the account click the New User button on the left panel The Create user page will be displayed on the right side As a minimum you have to enter the valid email address in the Email for Username field and select the User Role The other fields are optional The value of the Confirmed drop down list control will be initially set to off until you click the confirmation link in the email you will receive after the creation of new user By default the new user is marked as active the value of the Active field is set to on Currently the system supports two user roles BUSINESS MANAGER BUSINESS USER The account owner is assigned the BUSINESS OWNER role BUSINESS OWNER has full control over schedules clients employees settings including payments and user management BUSINESS MANAGER full control over schedules clients employees and only has access to My Account tab on t
4. You will be presented with a confirmation dialog similar to one that is displayed when deleting repeating job Edit recurring job confirm You are editing a recurring job Would you like to apply changes to all occurrences or to this particular day only Cancel This day only This and Future Occurrences Clicking the Cancel link will return you to the Edit Job dialog Clicking the This day only button will create an exception in the job series and will apply changes only to the selected job on this day Once changes are saved you will also notice that this particular job no longer displays a repeating job indicator in the upper right corner of the cell Clicking the This and Future Occurrence button will automatically end the original recurring job on this day and will create new recurring job based on the information entered in the Edit Job dialog CLIENT Description Charge rate Planned time start end of positions required Repeat schedule ASSIGN EMPLOYEE S Job position 1 Tonie Adams O Covers portion of job Pay rate EDIT JOB _ More actions Delete Job James Adams Y New Description Homemaker dg Flat per day charge rate 07 29 2013 08 00 AM 77 07 29 2013 12 00 PM 1 Onetime Daily Weekly Monthly Mon Tue Wed Thur Fr O Sat Sun Starts On 07 22 13 nce Repeat every week s ETE Hourly Pay J Flat per day pay rate
5. custom type is described in Views gt Clients View gt Client Information Section gt Profile Tab Adding a Client 2 Type Please note that if you synchronized your TimeCurve Scheduler account with QuickBooks the Client Type drop down list will also show values imported from QuickBooks 3 Appendix 3 1 Time Zones All time stamps are saved in conjunction with GMT Greenwich Mean Time time zone During the Sign Up process registration the user is required to select the default time zone from the drop down list with the world time zones If necessary the user can later change that zone on Settings gt My Account tab by selecting a different time zone from the Default Time Zone drop down list
6. AM August 3 2013 8 00 AM August 3 2013 8 00 AM August 3 2013 8 00 AM August 3 2013 8 00 AM August 3 2013 8 00 AM August 3 2013 8 00 AM August 3 2013 8 00 AM August 3 2013 8 00 AM Assign Employee for client Adrian Bernard August 3 2013 8 00 AM August 3 2013 1 00 PM To August 3 2013 10 00 AM August 3 2013 1 00 PM August 3 2013 8 30 AM August 3 2013 9 00 AM August 3 2013 1 00 PM August 3 2013 1 00 PM August 3 2013 1 00 PM August 3 2013 1 00 PM August 3 2013 1 00 PM August 3 2013 1 00 PM 1 2 3 Employee Connie McLeod Cecilia Mendoza Irene Alfaro Oksana Chernyavskaya Sofiya A Abil Lidia Abozena Bersabi Agias Rea Agustin Olga Aizenberg Sergey Aizin 4 5 1 10 of 345 total results Attr Match 0 0 0 0 0 0 0 0 0 0 Remaining Hours 130 122 104 42 40 40 40 40 40 40 Employee Assignment dialog consists of three sections The top section displays basic information about the job for which employee is being assigned including the client name and start end date and time for the job The middle section has a search bar followed by the list of employees available to cover the job The search bar can be used to quickly search for specific employee by first or last name Available employee list is a grid with five columns Filter employees by name Assign Employee for client Adrian Bernard August 3 2013
7. Wagner Regina Walden Ta Week Of 2 1 6 Unfilled Jobs Report This report displays all unfilled jobs for the selected time period Use the date pickers to change the date range and hit the Refresh button to reload the report 14 20 October 2013 Client Name From Time To Time Hours Margaret and Joseph Hein 10 15 2013 2 00 10 15 2013 3 00 1 Isabelle Sanders 10 15 2013 3 00 PM 10 15 2013 4 00 1 Herbert zZubow 10 16 2013 6 00 PM 10 16 2013 7 00 PM 1 Virginia Adams 10 17 2013 12 00 PM 10 17 2013 3 00 PM 3 Start date End date 10 14 2013 10 20 2013 2 2 Clients View 2 2 1 Overview Clients View is the area where you will manage clients resources in the system You will be able to add new clients edit information of existing clients mark clients as active inactive and create jobs Clients View consists of two main sections Navigation Section on the left side and Client Information Section on the right side 2 2 2 Navigation Section The vertically oriented navigation section consists of the following interface controls in the order they appear Client button Search Client box Pagination Control Show de activated clients or Show active clients link and Client List Example of Navigation Section 2 3 M 1 20 of 50 Show de activated clients George Adams Jane EN Brown LR Lena Cardenas inim Jahn Doe Mary
8. displayed the following message Subscription will expire on Tue Oct 08 2013 The notification about subscription cancellation will be sent to you via email Price Calculator 1 Client Employee pair 1 00 1 ser 5 00 Included Users 1 User per 50 cClients Emploayees 2 Users per 100 Clients Employees Then 1 more User per each next 100 Client Employees Ve VEU 51 51 00 j Included Users 2 teas 0 00 Total Price 51 00 Subscription will expire on Tue Oct 2013 For higher number of Clients Employees or Users contact Us to get a quote Discount code 2 5 4 My Account Tab The My Account tab displays the information about your account including the system generated Account Number that was sent to you via email at the time of account creation or when the new user was added to the account The Username is either the email address that was used at the time of account creation or the one that was created by the account owner when the new user was added to the account The value of the User Role may be one of the following BUSINESS OWNER BUSINESS MANAGER or BUSINESS USER please refer to Views gt Settings View gt Users Tab for more information The Time Zone value is the default time zone that was chosen at the time of account creation Account My Account Username someonecmal com User Role BUSINESS _ OWVVIMEF Account Number 2859031287 First Last Mobi
9. do that if Client s Time Zone is different from the default Time Zone see the Time Zones section in Appendix When the new client is added to the scheduler manually from Clients gt New Client or automatically via QuickBooks import process the new client s time zone is set to the default time zone 2 2 3 2 Jobs amp Schedules Tab Jobs amp Schedules tab displays the jobs and schedules of the selected Client for selected time period Create new job button allows you to add a job to the Client s schedule The process of creating of a new job is described in section Creating New Jobs Views gt schedule gt Creating New Jobs The schedules are displayed in the grid which is described in detail in section Client Schedule Views gt Schedule gt Client Schedule 2 2 3 3 Other Tab Other tab contains text fields for entering additional information about the Client The only pre defined text field is Emergency Contact you can add value to this field a phone number or a name for example but you cannot change its title The titles and values of other 5 custom fields are mutable Other tab can be opened for viewing or for editing The picture below shows the Other Tab opened for viewing Other details Edit details Emergency Contact Custom Field 1 Custom Field 2 Custom Field 3 Custom Field 4 Custom Field 5 Editing Other Tab Click the Edit details button to open the Other Tab for editing The picture below sho
10. reminder will appear in the Notifications area 1 Notifications Notifications Clear all 65 George Adams 23 2013 10 35AM Take the blue pill George Adams bs amp Schedules Profile Other Attribute Reminders Notes Date Time Reminder details August 23 2013 10 35 AM Take the blue pil XDelte New reminder Editing and deleting the reminders The reminder assigned to a Client has Edit and Delete links next to it If you no longer need the reminder you can simply delete it Clicking the Edit link allows altering the Reminder Date and Time and the Reminder Details Date Time Reminder details August 23 2013 08 57 AM Edit Delete 2 2 3 6 Notes Tab Notes tab allows you to enter additional information related to the client The notes editor supports rich text format and HTML It also allows inserting tables pictures and videos Notes Need to sign a new contract with the client Cancel Save changes 2 3 Employee View 2 3 1 Overview Employees View is almost identical to Clients View however there are some differences Similar to Clients View Employees View is a view where you manage employees You can add new employees edit information of existing employees mark employees as active inactive and view employee s schedules Employees View consists of two sections Navigation Section on the left side and Employee Information Section on the right side User Interface for Navigation Secti
11. 13 10 16 2013 10 17 2013 10 18 2013 10 19 2013 1020 2013 Day tirmecurwe corn Start date End date 10 14 2013 10 20 2013 Client Type Days per column all Types 11 2 1 4 Top 10 Clients And Employees Chart These two charts display the top ten Clients and top ten Employees by the number of hours for selected time period To see exact number of hours place the mouse cursor over the bar Use the date pickers to change the date range and hit the Refresh button to reload the chart Top 10 Clients by hour Top 10 Clients by hour Margaret and Joseph Hein euAcerin DI Valery Pilnikow DIESES LR 71 45 Bonnie Campbell Alexander Dortveiler nmee E 63 Keith Castillo 245 Jean Colwell 2 5 Virginia Adams Loreine Richards 16 0 40 60 90 100 120 140 160 180 200 Hours t i mec urve com Clients Start date End date 10 14 2013 10 20 2013 2 1 5 Overtime Report This report displays Employee overtime hours for the selected week The overtime hours are calculated based on the maximum number of hours per week set for each Employee profile Use the date picker to select a different week and hit the Refresh button to reload the report 14 20 October 2013 Grand total 277 2 hours Employee Name Over time hours Trent Goldblum 3T 5 George Gregory 70 0 Simon Klein 1 0 Walter Porter 128 0 Jeremy Statton 28 0 Armin
12. 8 00 AM August 3 2013 1 00 PM Employee availability From time Employee availability To time Employee name Attribute percent match Remaining hours Employees in the list are first sorted by the number of remaining hours for the week followed by the highest attribute match then by start end time and finally by name Employee pos August 3 2013 8 00 AM August 3 2013 10 00 AM Connie McLeod 0 130 August 3 2013 8 00 AM August 3 2013 1 00 PM Cecilia Mendoza 0 122 August 3 2013 8 00 AM August 3 2013 8 30 AM Irene Alfaro 0 104 August 3 2013 8 00 AM August 3 2013 9 00 AM Oksana Chernyavskaya 0 42 August 3 2013 8 00 AM August 3 2013 1 00 PM Sofiya A Abil 0 40 August 3 2013 8 00 AM August 3 2013 1 00 PM Lidia Abozena 0 40 August 3 2013 8 00 AM August 3 2013 1 00 PM Bersabi Agias 0 40 August 3 2013 8 00 AM August 3 2013 1 00 PM Rea Agustin 0 40 August 3 2013 8 00 AM August 3 2013 1 00 PM Olga Aizenberg 0 40 August 3 2013 8 00 AM August 3 2013 1 00 PM Sergey Aizin 0 40 If the list contains more than 10 employees then a Pagination Control will be displayed on the bottom of the dialog to allow to page through the list To assign the employee to a job click on the employee in the list to select it and then click the Assign button August 3 2013 8 00 AM August 3 2013 1 00 PM Ruby Cousins 0 40 August 3 2013 8 00 AM August 3 2013 1 00 PM Julia Cuc 0 40 August 3 2013 8 00 AM August 3 2013 1 00
13. Current Clients Employees 5 Billing address Current Users 1 Credit card Edit subscription Billing Reports You can edit your subscription options by clicking the Edit Subscription button The Price Calculator with Unsubscribe button will be displayed Price Calculator 1 Cient Employee pair 1 00 1 User 5 00 Included Users 1 User per 50 Employees 2 Users per 100 Clents Employees Then 1 more User per each next 100 Clent Employees Client Employees 50 50 00 Included Users 1 Meme cans Total Price 50 00 For higher number of Clients Employees or Users contact us to get a quote Discount code gt cis You can modify the number of Clients Employees or Users and click the Update button You will get a notification about subscription upgrade via email Price Calculator 1 Clent Employee pair 1 00 1 User 5 00 Included Users 1 User per 50 Clients Ermployees 2 Users per 100 Clients Employees Then 1 more User per each next 100 Client Employees 51 oo Included Users 2 M Nr 000 Total Price 51 00 For higher number af Clients Employees or Users contact us ta get a quate Discount code You can end your subscription by clicking the Unsubscribe button In this case you will see the subscription end date on the Price Calculator Your subscription will be active until that day For example on the screen shot below the Price Calculator
14. PM Dianne Curry 0 40 3 4 5 6 7 41 50 of 345 total results 2 4 14 Deleting Jobs To delete an existing job click the job cell to open the Edit Job dialog Edit Job dialog is identical to Add Job dialog with only difference that it will display specifics for the selected job To delete the job click the More Actions drop down in the upper corner of the dialog and then click the Delete Job option EDIT JOB More actions Delete Job CLIENT James Adams Stop Job Description New Description Charge rate Homemaker Flat per day charge rate Planned time start end 07 29 2013 08 00 AM 07 29 2013 12 00 PM of positions required 1 Repeat schedule Onetime Daily Weekly Monthly Mon Tue Wed vf Thur Fr O Sat Sun Starts On 07 22 13 Ends on If not checked then it never ends Repeat every 1 week s ASSIGN EMPLOYEE S Job position 1 Tonie Adams Covers portion of job Pay rate Hourly Pay gt Flat per day pay rate Cancel Depending on the job type one of two confirmation dialogs will be displayed For one time non repeating jobs a basic confirmation dialog will be shown For repeating jobs the confirmation dialog will include three options Cancel Delete this job only Delete All Occurrences Delete recurring job confirm Do you want to delete all occurrences of this job or only this particular job Cancel Delete thi
15. Smith New Client Button is used to add new Clients to scheduler Please refer to section Profile Tab Views gt Clients gt Client Information Section gt Profile Tab for detailed description of this process Search Client box allows searching clients by first name or by last name The results of the search are displayed in the Client List Pagination Control allows you to move between subsets pages of Clients This control becomes visible only when the number of Clients exceeds 20 If Show de activated clients link is clicked the Client List will display only de activated Clients and the link will change its name to Show active clients to allow you to switch back to active Clients Each item in the Client List has a small picture of the Client on the left and the Client name next to the picture You can click the item to view the details of a specific Client The picture and Client name can be edited on the Client s Profile Tab see Client Information Section 2 2 3 Client Information Section 2 2 3 1 Profile Tab Profile tab is the landing tab for Clients when the Clients item from the horizontal menu is clicked you arrive to the Profile tab Profile tab can be opened for viewing or for editing Editing Profile Tab There two ways to open Profile Tab for editing When the Client is being added to the scheduler or When existing Client s Profile tab is opened for viewing Adding a Client Click the Clien
16. TimeCurve Online Scheduler User Manual 1 ea 4 5 2 1 6 TETTE UU TUNER 5 s E NECI AYA 5 2 1 2 Hours By Client Type Chart 5 2 1 3 Planned and Actual Hours 5 2 1 4 Top 10 Clients And Employees 6 21 5 Overtime REDOT aoea ERBEN ERI E 7 2 1 0b tta 8 2 2 Clients bat Oct ole Raat 8 2 0 1 OUVOLVIGW eM M AU CI I M EE E M 8 2 2 2 Navigation SOCUONN oe eere edo ate boe mie asa ei dU eed 8 2 2 3 Client Information 0 9 9 2 2 3 1 DN OREO RENTS d 9 223 2 Jobs 8 Schedules 11 2 2 3 3 alid go RE 11 2204 AUDUS b b cotta t EO uc seta 12 2235 HOeminhders IdD itii te eii bl b cocta t 13 220 NOS TaD sisi hse eyo ers A saosi
17. able to cover a portion of the job From To date time pickers are used to set the time period that employee will cover for the job By default these dates times are equal to the planned job date time and can only be adjusted if Covers portion of job checkbox is checked If this checkbox is not checked the date picker controls are disabled ASSIGN EMPLOYEE S Job position 1 Peter Becker Covers portion of job Pay rate Not selected v Hat per day pay rate Below the From To date time picker is Pay rate drop down list which is only visible if the user has imported employees into TimeCurve scheduler from their QuickBooks company file This drop down will contain employee pay rates from user s QuickBooks company file Flat per day pay rate check box is used to indicate that employee will be paid at a flat rate for this job based on the rate selected in the Pay rate drop down list ASSIGN EMPLOYEE S Job position 1 Peter Becker Covers portion of Flat per day pay rate Assign button is used to open Assign Employee see Assigning Employees section below dialog that will display all employees that are available to cover all or portion of the job The red button with an X is used to delete assigned employee from the job ASSIGN EMPLOYEE S Job position 1 Peter Becker Covers portion of op R x job Pay rate Not selected Flat per day pay rate 2 4 12 Splitting Jobs If
18. ation 2 Views 2 1 Dashboard View 2 1 1 Overview Dashboard View is the default view displayed after you log in to the system It consists of several areas that display various charts graphs and mini reports with vital statistics about your schedules 2 1 2 Hours By Client Type Chart This chart displays breakdown of hours by Client type for the selected time period By default the chart displays the data for the current week Use the date pickers to change the date range and hit the Refresh button to reload the chart Hours by Client Type 0 0 Safety Choice 0 0 Live In 21 1 misc 45 5 Regular 31 35 tiec Start date End date 10 14 2013 10 20 2013 2 1 3 Planned and Actual Hours Chart This bar char displays the planned versus actual hours for the selected time period Each column displays two bars one for planned hours and another for actual hours To see exact number of hours place the mouse cursor over the bar You can filter the displayed hours by the Client type by selecting a type from Client Type drop down list The value in Days per column field controls the number of days represented by each column Use the date pickers to change the date range and hit the Refresh button to reload the chart Planned and amp ctual Hours Planned and Actual Hours 150 E 100 75 50 25 10 14 2013 10 15 20
19. attribute Enter a name for a new attribute and hit the Enter key or select it with the mouse You can also enter optional details in the Attribute details box Click the Create button to save the new attribute in the system or click the Cancel link otherwise Attribute Name Attribute Details Em New Attribute Q L New Attribute Editing and deleting the attributes The attribute assigned to a Client has Edit and Delete links next to it If you no longer want to associate the attribute with the Client you can simply delete it Clicking the Edit link allows altering the Attribute Details but not the Attribute Name Atribute Mame Attribute Details Has valid drivers licence 5 Edit X Delete New attribute 2 2 3 5 Reminders Tab Click the New reminder link to add a new reminder Date Time Reminder details Cancel Click the Date and Time box and drop down Date and Time control with calendar will show up Enter a date and time for a new reminder Clicking Now button will set the current date and time Accept your changes by clicking Done button You can also enter optional details in the Reminder details box Click the Create button to save the new reminder in the system or click the Cancel link otherwise Date Time Reminder details 08 23 2013 08 57 August 2013 o Cancel Tu We Ih Sa Su mnis mae n se re Time 08 57 Hour Minute 5 Done The
20. be adjusted IA Keith Castilla ee Planned hours 24 5 Actual hours 24 5 0 Description New Description d Time 06 00 AM 12 00 PM Required employee s 1 Conflicts Karen Doodle has blocked time from 09 00 AM 11 00 AM 1 Planned 06 00 AM 12 00 PM Karen Doodle l Actual 06 00 AM 12 00 PM Karen Doodle Edit job Add actual hours _ 0 t 2 4 10 Planned Hours versus Actual Hours TimeCurve Scheduler supports the notion of planned and actual hours Planned hours are the hours that have been originally scheduled for the client s job The actual hours are the hours that the employee has actually spent on the job Actual hours are equal to planned hours by default when the job is created and can be adjusted later without affecting the original planned hours 2 4 11 Creating New Jobs New jobs are created by clicking on Create new job button to access Add Job dialog which contains necessary controls to create new job ADD JOB CLIENT Description New Description Charge rate Flat per day charge rate Planned time start end 08 02 2013 09 00 PM 2 08 02 2013 10 00 PM of positions required 1 Repeat schedule Onetime Daily Weekly X Monthly ASSIGN EMPLOYEE S Job position 1 Unassigned Covers portion of 5 5 D job Pay rate Flat per day pay rate The top drop down list is used to select a client for which the job is being created The optional Description field is a text field u
21. bs button that opens a dialog to create a new job Week Navigation Control with left and right buttons that allow browsing the jobs for previous or next week The title of the currently displayed week is shown in the middle of the box Finally a Date Picker Control that allows navigating to a specific week CLIENTS EMPLOYEES JOBS Create new job 4 29 July 2013 4 August 2013 Monday Tuesday Wednesday Thursday Friday Saturday Sunday 07 29 2013 07 30 2013 07 31 2013 08 01 2013 08 02 2013 08 03 2013 08 04 2013 1 110f11 Beatrice Assign Employee s 08 00 08 00 08 00 Unassignedjobs 1 02 00 PM 02 00 PM 02 00 PM 2 4 3 Client Schedule Each row in the grid represents jobs that exist for the selected week for the Client First cell of the grid displays Client s name and picture if available Second cell in the row displays the name and picture of the Employee assigned to the Client s schedule Next seven cells in the row show existing jobs for each day of the week E Ann Marie Adolph 2 4 4 Unassigned Jobs All unassigned jobs are always displayed on top of the Schedule View ordered alphabetically based on the Clients name Unassigned jobs are marked with pale orange color indicating that those jobs that have been entered into the system without Employee being assigned to them The second cell of the row will display Assign Employee s label to indicate that Employee is not ass
22. he Settings View BUSINESS USER can only view the information in the scheduler cannot make any changes and only has access to My Account tab on the Settings View Create user Email for Username jdoe email First John Last Doe Mobile Phone BUSINESS MANAGER BUSINESS USER Active on Confirmed oft v When the new user is created click the Save changes button and the new user will appear in the list of users on the left panel User information can be edited by clicking the Edit details button in the right top corner on the right panel Note that Email for Username and Account Number fields are not editable New user will receive an automated email from the system with a link to confirm the registration Once the user clicks the activation link in the email the account status will change to Confirmed on Please note that Business Owner that created new user account can manually confirm the account by selecting on value in the Confirm drop down list Business Owner can deactivate any user in the system by switching their Active status to off in the Active drop down list Users Details Username User Role jdoe email com Account Number First Name Last Name Mobile Phone Status Confirmed 2 5 3 Payments Tab Edit detalls jdoe email com BUSINESS MANAGER 9859031287 John Doe Active NO NOTE This tab is visible only for users whose role is BUSINESS OWNER
23. igned to this job Monday Tuesday Wednesday Thursday Friday Saturday Sunday 07 29 2013 07 30 2013 07 31 2013 08 01 2013 08 02 2013 08 03 2013 08 04 2013 1 11 of 11 08 00 AM 08 00 08 00 Beatrice Assign Employee s Anderson 02 00 PM 02 00 PM 02 00 PM Unassigned jobs 1 J 2 4 5 Job Cell The job cell is divided into two parts the upper part of the cell shows the start time and the lower part of the cell shows the end time If the job is recurring then it will display a small icon in the upper right corner that identifies this job as recurring 2 4 6 Job Cell Types Job cell can have several colors depending on the schedule state 1 Pale orange if the job has not being assigned to an employee 2 Pale yellow if the job has been partially assigned but still contains unfilled parts 3 Pale pink if assigned employee has exceeded the maximum hours set for the week 4 Bright red if the scheduled job has a conflict with another job 5 White if the job is assigned and has no conflicts 08 00AM 04 30 PM 06 00 PM 08 00 AM 02 00PM 07 00 PM 05 00 PM 2 4 7 Multiple Client Jobs for the Same Week If more than one job exists for the client for the selected week the client s row expands to accommodate display of additional jobs The client row is split up into multiple sub rows for each distinct schedule that exists for the week as represented on the screen shot be
24. l Phone Last Name Work Phone Address 1 Other Phone Address 2 Fax City Email State Region Other Email Postal Code gender select gender v Country cot EE Most of the field names on the Profile page for New Employee are the same as on the Profile page for New Client with exception of three fields that are not included for New Employee Company Name Type Time Zone 2 3 3 2 Blocked Times amp Schedules Tab Blocked Times amp Schedules tab displays the blocked time and schedules of the selected Employee for selected time period Add blocked time button allows you to define the time periods when Employee is unavailable for work The Max hours per week field is used to set the weekly hours limit for the employee The value that can be entered into this field cannot be greater than 24 x 7 168 hours The schedules are displayed in the grid and organized in the same way as schedules in the grid on the Schedule View Views gt Schedule gt Overview Each cell in the grid represents a single job and consists of Client name start and end time of the job Kevin Clark Blocked Times amp Schedules Max hours per week 160 Add blocked time 4 26 August 2013 1 September 2013 09 01 2013 Monday Tuesday Wednesday Thursday Friday Saturday Sunday 08 26 2013 08 27 2013 08 28 2013 08 29 2013 08 30 2013 08 31 2013 09 01 2013 George Adams 5 George Adams 5 George Adams 5 George Adams 5 George Adams 5 Geo
25. le Phone Time zone Central Standard Time Change password Current password Mew password Confirm new password 2 5 5 Record Management Tab NOTE This tab is visible only for users whose role is BUSINESS OWNER The Record Management Tab allows you to delete the Clients or Employees that you no longer need Record Management This section allows to delete no longer needed clients or employees Please note that deleting a client or employee will also delete all data associated with that record such as schedules attributes reminders and notes This operation cannot be undone Clients Employees George Adams v Kevin Clark v 2 5 6 EVV Tab NOTE This tab is visible only for users whose role is BUSINESS OWNER TimeCurve Scheduler integrates with select EVV Electronic Visit Verification providers Currently TimeCurve Scheduler integrates with Sandata Technology Santrax system The list of supported providers will be expanded in the future If your company is using services of one of the providers that TimeCurve Scheduler supports you will need to configure the settings on this tab Electronic Visit Verification AVV Provider Santrax EVV provider v Account 7 Username Password 2 6 Reports View 2 6 1 Overview There are three categories of reports each in its own separate tab Clients Employees Schedules Reports in each tab are further divided into sub categories with multiple options Man
26. low Ti F 09 30PM 09 30PM 09 30PM 09 30PM 09 30PM 09 30PM 09 30PM 11 30PM 11 30PM 11 30PM 11 30PM 11 30PM 11 30PM 11 30PM 2 4 8 Overnight Jobs Overnight jobs are jobs that start on one day and end the next day or some other day in the future These types of jobs are represented in the schedule cell by displaying if the job does not end or start on that day The example below shows an overnight job that repeats daily It starts at 6pm of day one and ends at 6pm of the next day The client row is expanded to accommodate these types of jobs 5 5 5 5 5 5 5 06 00 ECT M iai 06 00 PM 06 00PM 06 00PM 06 00PM 06 00PM 06 00 PM Acerini Klein j 06 00PM 06 00PM 06 00PM 06 00PM 06 00PM 06 00 2 4 9 Mouse Over Information Bubbles Placing the mouse over the client name employee name or job cell will display a bubble with the information pertaining to this client employee or schedule Client and employee bubbles display total planned and actual hours for the client employee for the current week The job cell bubble displays details related to the job as well as the information about any existing conflicts that this job may have If the job has a conflict then the bubble will display specific information regarding the conflict as clickable link Clicking on the link will open the conflicting job or employee profile page where maximum weekly hours for the employee could
27. n 15 2 3 EIDIOVee VIW iioii donec nido ou d ntn ind ud DE 16 2221 16 2 3 2 Navigation Secho oem bee oma IN emia a tan e kV EL ub 16 2 3 3 Employee Information Section 2 2 4 24222224 16 2 3 3 1 uM Mu MEE 16 2 3 3 2 Blocked Times 8 Schedules 17 2 3 3 3 I du M Ma 18 23 34 JWAIHbDutes TaD botanica 19 23 393 Hemihd6ers Tab ibl esee Moet 19 20065 NOS TID wee 19 2 4 sm 20 24 20 2 4 2 Navigation Secon ooo een pct eto e p n EDT pedem AT e 20 243 CONentSchedule e eo IET eR c LOT EDT ae 20 2 4 4 Unassigned Jobs ao oe nentes pas DM Ome 21 24 5 GIO xou eti M 21 2 4 5b JOD Cell TVDOS ioc petu abes 21 2 4 7 Multiple Client Jobs for the Same 22 248 Overniglit JODS 22 2 4 9 Mouse Over Information Bubbles
28. necessary a new job can be split into multiple parts where each part is assigned to a different employee The parts are adjacent to each other in terms of the time For example a job that starts at 12pm and ends at 6pm can be split into two parts where the first part is from 12pm 3pm and another part is from 3pm 6pm To split the job assign an employee to the job and then click on Covers portion of job check box for that employee Doing so will enable date time pickers which can be used to select the part of the job that employee will cover As soon as the job is split a new section will be added for the remaining unassigned part of the job below A job can be split into maximum of 10 parts ASSIGN EMPLOYEE S Job position 1 Peter Becker Job position 1 Unassigned Covers portion of job Pay rate Not seler Flat per day pay rate 2 4 13 Assigning Employees Clicking the Assign button on the Add Job dialog will open the Employee Assign dialog which will display a list of employees that are available to cover the complete job or part of it Employee availability for assignment is calculated based on several criteria Employee does not have a blocked time that would conflict with the job Employee is not assigned to a different job that would conflict with the job Employee has not exceeded the maximum number of hours for the week Filter employees by name From August 3 2013 8 00 AM August 3 2013 8 00
29. on is the same as Navigation Section on Clients View Employee Information Section is slightly different from the one on Clients View 2 3 2 Navigation Section The vertically oriented Employee Navigation Section has the same interface as Client Navigation Section see Views gt Clients View gt Navigation Section and consists of the following interface controls in the order they appear Employee button Search Employee box Pagination Control Show de activated employees or Show active employees link and Employee List 2 3 3 Employee Information Section 2 3 3 1 Profile Tab By analogy with Clients Profile tab in Employee Information Section is the landing tab for Employees when the Employees item from the horizontal menu is clicked the Profile tab is the first tab that will be displayed Profile tab can be opened for viewing or for editing Editing Profile Tab Just like for Clients there are two ways to open Employee Profile Tab for editing When the Employee is being added to the scheduler or When existing Employee Profile tab is opened for viewing Adding an Employee Click the Employees item from the main horizontal menu to open the Employees view Click the New Employee button On the New Employee s Profile page enter employee s First Name and Last Name All other fields are optional Click the Create button New Employee Profile Profile Employee Id Home Phone First Ce
30. rge Adams 5 George Adams 5 Q7 00 07 00 07 00 07 00 07 00 07 00 07 00 05 00 05 00 PM 05 00 PM 05 00 PM 05 00 PM 05 00 PM 05 00 PM Adding blocked time Clicking the Add blocked time button will open the following pop up view ADD BLOCKED TIME Description Description Blocked time start end 09 01 2013 12 00 AM 09 01 2013 01 00 AM Repeat schedule Onetime Daily Weekly Monthly Ends on IF not checked then it never ends Repeatevery day s ENS The Description field is optional For example you can enter an explanation why this Employee is unavailable for work The Blocked time start end Date and Time boxes allow you to set the starting and ending date and time for the blocked period Clicking any of these boxes will open a drop down Date and Time control with calendar Clicking Now button on that control will set the current date and time Enter a date and time and accept your changes by clicking Done button Repeat schedule area is where you can define a recurrence pattern for the blocked time The recurrence options are described in detail in section Views gt Schedule View gt Creating New Jobs 2 3 3 3 Other Tab The User Interface on this tab is the same as on Other Tab in Client Information Section 2 3 3 4 Attributes Tab The User Interface on this tab is the same as on Attributes Tab in Client Information Section 2 3 3 5 Reminders Tab The User In
31. rop down list contains values used to indicate how often the job should repeat By default the values is set to 1 Setting this value to 3 or example will repeat the job every 3 days Repeat schedule Onetime Daily Weekly Monthly Ends on If not checked then it never ends Repeat every v day s Weekly recurrence option is used to set the job to repeat on specific weekdays Similarly to Daily option it is possible to set the Ends on for the job as well as set its periodicity using Repeat every option The job will repeat on the week days selected by placing check marks into week day check boxes Repeat schedule Onetime Daily Weekly Monthly G Wed O Thur Fr Sat Sun Ends on If not checked then it never ends Repeat every v week s The Monthly option is used to set the job to be repeated monthly based on the start date of the job For example if the start date of the job was set to July 1 the job will be repeated monthly on the 15 of every month The Ends on and Repeat every options are also applicable to monthly recurrence Repeat schedule Onetime Daily Weekly Monthly J Ends on If nat checked then it never ends Repeat every v month s The next section of the Add Job dialog is used to assign an employee to the job Assigned employee name is displayed on the left side of the section Covers portion of job checkbox is used to split up the job into parts by indicating that assigned employee is only
32. s job only Delete All Occurrences Cancel will cancel the action and return back to the Job Edit dialog Selecting the Delete this job only will create an exception for the repeating job only for the selected day The job will be deleted only on this day and the rest of the job series will continue to recur as before Selecting Delete All Occurrences will delete the recurring series completely Both past and future jobs in this recurring series will be deleted These operations cannot be undone 2 4 15 Stopping Repeating Jobs More often than not a repeating job needs to be stopped rather than deleted in order to preserve the history There are two ways to stop the repeating job Clicking on the day when it needs to end will open the Edit Job dialog Click on the More Actions drop down list in the upper corner of the dialog and then click the Stop Job option This action will set the current date time into Ends on field of the recurring job and will save the job The recurring job will end on that date Another option to end the repeating job is by manually entering the date into Ends on field and saving the job 2 4 16 Editing Jobs To edit a one time non repeating job click that job cell to open Edit Job dialog Make the required changes and then click the Done button to apply them To edit a recurring job again click that job cell to open Edit Job dialog Make the required changes then click the Done button to apply them
33. sed to identify the job Charge rate drop down is visible only if the user has synchronized their TimeCurve account with their QuickBooks company file Charge rate drop down will contain charge rates that are imported from QuickBooks The Flat per day charge rate checkbox is used to indicate that this job will be charged to the client as flat rate selected in the charge rate drop down list CLIENT Description New Description Charge rate Hat per day charge rate Next section of Add Job dialog is used to set the planned start date time and end date time for the job Planned time start end 08 02 2013 09 00 PM 08 02 2013 10 00 PM The following section of the job dialog is used to set the number of employees required for the job The number is set by using the plus and minus buttons to increment or decrement the number By default the job is always set to require one employee of positions required Next section is used to set the recurrence pattern for the job There are four options available 1 Onetime 2 Daily 3 Weekly 4 Monthly One time option creates a single job that does not repeat Repeat schedule Onetime Daily Weekly Monthly Daily recurring option sets the created job to repeat daily The Ends on setting is used to indicate when the recurring job should end If this setting is left unfilled the new job will repeat indefinitely By default the Ends on setting is not set Repeat every d
34. terface on this tab is the same as on Reminders Tab in Client Information Section 2 3 3 6 Notes Tab The User Interface on this tab is the same as on Notes Tab in Client Information Section 2 4 Schedule View 2 4 1 Overview Schedule view is where Clients schedules are managed The view is a grid that shows scheduled jobs for the seven day period Each row of the grid represents one Client and scheduled jobs assigned to this Client for the selected week The view is split up into several sections Left column of the screen displays a list of Clients that have scheduled jobs for the currently displayed week The column next to it displays one or more Employees assigned to a particular Client The right side of the view is a grid where each cell displays a scheduled job assigned to the Client 1 110 11 Monday Tuesday Wednesday Thursday Friday Saturday Sunday 07 29 2013 07 30 2013 07 31 2013 08 01 2013 08 02 2013 08 03 2013 08 04 2013 Beatrice Assign Employee s 08 00 08 00 08 00 Unassigned jobs 1 02 00 PM 02 00 PM 02 00 PM 5 5 5 5 5 5 06 00 X eG 06 00 PM 06 00PM 06 00PM 06 00PM 06 00 Acerini Klein m x 06 00PM 06 00PM 06 00PM 06 00PM 06 00PM 06 00 2 4 2 Navigation Section Several controls located across the top of the schedule view comprise the Navigation Section Search Client box that allows searching for a specific Client by first or last name Create new jo
35. ts item from the main horizontal menu to open the Clients view Click the New Client button On the New Client s Profile page enter client s First Name and Last Name All other fields are optional Click the Create button New Client Profile Profile Client Id Home Phone Company Name Cel Phone First Name Work Phone Last Name Other Phone Address 1 Fax Address 2 Email City Other Email State Region Gender Select gender v Postal Code Type Country Timezone ot EN Field names on the Profile page are pretty much self explanatory with exception of several fields Client ID You can assign a non unique ID to the client This field has no restrictions on the kind of characters that can be entered Currently search by Client ID is not supported Type You can create a custom Client Type by typing in a value into the field and pressing the Enter key This new value is also saved in the global list of Client Types and will be available in this drop down box next time you assign a type to a Client This field has no restrictions on the kind of characters that can be entered Currently the search by client type is not supported as well as editing or deleting Client Types TimeCurve Scheduler can be integrated with QuickBooks for Windows As part of Client data import from QuickBooks the scheduler also imports Client Types if available Time Zone You can select a Time Zone where the Client is located You only need to
36. ws the Other Tab opened for editing Other details Emergency Contact Custom Field 1 Custom Field 2 Custom Field 3 Custom Field 4 Custom Field 5 To edit new values simply enter them in the text fields or modify existing ones To edit the titles of the custom fields move the mouse over the custom field title Custom Field 1 in this example The custom field will be highlighted in green Click the highlighted title and it will change to an editable text field You can enter a new title now Other details Emergency Contact Custom Field 2 Custom Field 3 Custom Field 4 Custom Field 5 When you are done with editing click the Save Changes button or click the Cancel link to discard the changes 2 2 3 4 Attributes Tab Attributes tab allows you to enter Client s attributes anything that you think is an important property or ability of the Client The attributes you ll create will be added to the global list of Client attributes and can be accessed from any view in the scheduler Attributes are free form text elements that can be assigned to a Client or Employee Same attribute can be assigned to both client and employee in order to create better scheduling matches A typical attribute is something that client may require for employee to have or be able to do like speaking another language or being able to lift heavy weight or having a car and valid insurance Click the New attribute link to add a new
37. y report options are common to some or all of the reports and are self explanatory All of the reports have an option to be displayed as a web page a PDF document or exported as an Microsoft Excel document 2 6 2 Client Reports The Clients reports have three sub categories Client Info Client Work Shifts Client Actual Hours One of the options for Client reports is Client Type This is a custom type you can create yourself and it is described in Views gt Clients View gt Client Information Section gt Profile Tab gt Adding a Client gt Type 2 6 3 Employee Reports The Employees reports have five sub categories Employee Info Employee Work Shifts Employee Actual Hours Overtime Hours Availability Report Overtime Hours report is used to find all of the employees that have worked more than the value entered into Greater than hours worked field for the selected time range One of the options in Availability report is Attributes This is a drop down list of attributes that you can populate on Employees Attributes tab and it is described in Views gt Employees View gt Employee Information Section gt Attributes Tab 2 6 4 Schedule Reports The Schedules reports have five sub categories Schedule Board Schedules By Client Schedules By Employee Schedules By Date Unassigned Jobs One of the options for Schedules By Client reports is Client Type As mentioned before this
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