Creating and managing Jobs

What is a Job?

A Job is a position to be filled by an employee. A job must be created or exist before an employee can be hired into it or scheduled to it on a temporary basis. A job is made up of attributes such as an occupation, shift pattern, effective period, and assigned employee.

Changing the assigned employee or shift pattern for a specified effective range will result in termination of the old job (based on the old properties) and the creation of a new job (based on the new properties).

You can; create new jobs, duplicate an existing job, modify the job effective range, archive a job, unarchive a job or delete a job.

Job names are listed in the main pane. Click any job to load its details load in the right pane.

Create Jobs

To add a new job from the Plan>Schedule View:

1. Click the + Add Job button near the top of the main pane in the Job Schedule tab
   Click the + Add Job/Employee Button in the Employee Schedule Tab.

2. A new line appears in the schedule grid.

   1. The Job column shows ‘Unsaved New Job’

   2. The Job Details pane appears in the right pane.

Edit Jobs

To edit an existing job in Plan>Schedule View:

1. Click on the Job name to be edited in the Job column

2. Job Details for the Job appears in the right pane.

Job fields

All job fields can be found and modified from the right pane. Click any job to reveal its details in the right pane.

From the right pane, you can also:

1. Edit the job’s Occupation

2. Specify whether to auto-create vacancies when an employee is marked as absent

3. Edit the assigned employee

4. Edit the job’s effective start date

5. Edit the job’s effective end date

6. Edit the job’s shift pattern

7. Edit the job’s shift pattern offset

Occupations

The occupation also commonly referred to as a job classification or job code, typically designates the rate of pay and responsibilities of a job.

To assign an Occupation to a Job, either:

1. Start typing an Occupation’s Name. If the Occupation already exists, it will appear in the list after typing the first few characters. Press Enter to accept the suggested  Occupation or use your mouse to select the Occupation from the list.  

2. If the Occupation does not exist, select the Add New Occupation button, that appears at the bottom of the list, to be directed to a pane that allows you to create additional Occupations. For more details, see: Creating and managing Occupations

Auto-Create Vacancy for Absence Reasons

Check this option if this job must always be filled when an employee working a related shift has been placed on an absence. You can change the setting for auto vacancy creation to be turned off on Job Creation or in a later edit.

Remove Overlapping Assignments

Changing an employee's assignment/bid job could result in gaps in the assignment effective range or overlapping assignments.

By default, this option is checked to ensure that an employee does not have overlapping assignments.

If the checkbox is blank (false), overlapping assignments for the employee are allowed. The change applies to edit job, create job, and update the job effective range.

• if an employee is assigned to a new job with a start date (no end date), WorkSight automatically adds an end date to any existing job assignments and creates the new job assignment

• If an Employee’s name is deleted from a job assignment. an End date is added to the job and the employee is removed from shifts after the end date

• Additionally, when a job is edited or split as a result of an Employee being unassigned, the job portions that were not modified retain any schedule modifications

Assigned employee

The assigned employee is typically defined as an employee appointed to the position on a permanent basis. However, should the permanent employee be on a long term project or long-term illness the assigned employee would be the replacement employee.

Note: Adding a job for an employee already assigned to a job in a different group, removes the employee from the job in the original group and correctly assigns them to the new job.

In the Employee Schedule View, if you do not Assign an Employee in the Job Details Pane, the job will not appear in the grid on Save, but has been created. You can find the Job just created in the Job Schedule Tab, where you can specify an Assigned Employee at another time.

To assign an employee to a job, either:

1. Start typing an Employee’s Name. If the Employee already exists, they will appear in the list after typing the first few characters. Press Enter to accept the suggested Employee or use your mouse to select the Employee from the list.  

2. If the employee does not exist, select the Add Employee button, that appears at the bottom of the list, to be directed to a pane that allows you to create additional employees. For more details, see: Creating and managing Employees

Job Effective Start

An effective start date is the date upon which the job is considered to take effect, which may be a past, present, or future date. This may be different from the date upon which events occur or are recorded. Set a start date to specify when the job will start appearing on schedules.

If the Start date is changed on an existing job, the original job is maintained and with an end date on the day prior to the new start date and a new job is created from the new start date forward.

To add a start date:

1. Click the Date picker field and either type a date or select it from the Calendar.

2. Enter a Start Date

Job Effective End

The Job Effective End date is the date on which the job ends and will no longer appear on schedules. If no end date is selected, the job will be on-going. If an end date is added to a job, the original job is ended and a new job is created with the start date specified as the day after the end date

To add an end date:

1. Click the Date picker field and either type a date or select it from the Calendar.

2. Enter an End Date

Shift Pattern

A Shift Pattern is the pattern of shifts a job operates on. It includes working days, Rest Days and Work Free Days. It may be for a full-time, part‑time, or flexitime worker.

To assign a shift pattern to a job, either:

1. Start typing the name of an existing shift pattern.  If the shift pattern already exists, it will appear in the list after typing the first few characters. Press Enter to accept the suggested shift pattern or use your mouse to select the shift pattern from the list.  

2. If the shift pattern does not exist, select the Add Shift Pattern button, that appears at the bottom of the list, to be directed to a pane that allows you to create additional Shift Patterns.
   For more details, see: Creating and managing Shift Patterns

Shift Pattern Offset

The 'Shift Pattern Offset' represents the day of the pattern the employee is starting on. For example, an employee starting on the second week of a two-week cycle would have a day offset of 8.

To enter an offset after clicking in the 'Shift Pattern Offset” field:

1. Enter the value of the offset
   The shift types for the Shift Pattern re-align in the calendar grid immediately below

Job Pane Buttons

Save: Creates a new Job in the Schedule. A Job successfully created toast message appears.
Undo: Closes the Dialog box without creating a new Job.

Reordering Jobs in Plan>Schedule

The order of jobs for a specific Area/Group can be changed to simplify the scheduling view

1. In the Schedule view for the Area/Group, click on the move/drag handle to the left of the job name

2. With the job row now highlighted, the Job can be moved with the keyboard arrow keys (up / down) or moved with drag and drop by dragging the handle over the top of another job's drag handle

3. If any “Group By” is set, jobs can only be moved within their own Group By grouping

4. With no sorting applied the default sort is job order within the group

5. If a group is applied WorkSight first sorts by the group, then job order.

6. If group and sort are applied WorkSight first sorts by the group, then sort set by the user.

Note:  Job order is maintained within a group the next time the group is chosen

Job Actions

To take action on a task:

1. Click the three-dot (…) icon in the right pane and select from the job action menu

From here, you can:

1. Update the Job Effective Range

2. Duplicate Job

3. Delete Job

Update the Job Effective Range

Use this option, to modify the end date for a job that is currently open-ended, or to extend or shorten the end date. This option does not create a new job but adjusts the date(s) on the job you are editing.

To update the Job effective date range:

1. Click the three-dot icon from the right pane

2. Select Update Job Effective Range

3. Modify the Job Start and/or End Date

4. Select Save

Duplicate Job

Use this option to duplicate a job in the current area/group or in a different area/group. Job components can be changed, if desired. This feature is particularly useful when setting up test cases for the Test Tool.

To duplicate a Job:

1. Click the three-dot icon from the right pane

2. Select Duplicate Job

3. Identify the components of the task you want to see in the duplicate
   

4. Select Save

Delete Job

If you create a job in error or decide it’s unnecessary, you can delete it.

To delete a Job from the right pane:

1. Click the three-dot icon from the right pane

2. Select Delete Job