Shift Schedules & Troubleshooting

Overview

Your OnTheClock account offers two types of schedules: fixed and shift. With shift schedules, you can assign employees to specific shifts — useful if you rotate staff in and out throughout the day. Currently, shift schedules can only be created by an administrator via browser. Here’s how to set it up.

Setup

First you will want to login as an administrator and turn scheduling on so when you publish your employees can view the schedule on their mobile app or on the desktop. You have the option to set schedule view type to:

• Personal: Employees can only view their own schedule once published.
• All Employees: Employees can view everyone's schedule once published.

Turn on Scheduling

Step 1: Log in to your OnTheClock account as the administrator.
Step 2: Navigate to “Settings,” then “time clock settings.”
Step 3: Click “Employee punch site.”
Step 4: Under “Employee punch site,” select “Personal,” or “All employees.”
Step 5: Click “Save.”

Creating a Shift

Step 1: Log in to your OnTheClock account.
Step 2: Navigate to “Schedule,” then “Schedule Settings.”
Step 3: Click “New Definition.”
Step 4: Name your shift and enter the start and end times.
Step 5: Click “Save.”

Adding Shifts to Schedules

Step 1: Navigate to “Schedule,” then “Employee Schedules.”
Step 2: Click on the day to schedule a shift.
Step 3: Set your employee and other shift options (if applicable).
Step 4: Select your shift from the “Shift” dropdown menu.
Step 5: Click “Save.”

Copying Schedules

You can save time by copying your shift schedule.

Step 1: Navigate to “Schedule,” then “Employee Schedules.”
Step 2: Click the copy icon on the top right of the schedule view.

Step 3: In the “Copy from” and “thru” fields, enter the dates to copy.
Step 4: In the “Copy to” and “thru” fields, enter the dates to schedule.

Step 5: Click “Copy Now” to complete this process.

Publish your Schedule

Once you are satisfied with your added shifts go ahead and publish the schedule to your employees to allow viewing.

Step 1: Navigate to “Schedule,” then “Employee Schedules.”
Step 2: Click the upload icon on the top right of the schedule view.

Step 3: In the “Schedule publish options box,” click “publish now.”

Step 4: You can copy the unique link to post or send out.

What to Expect

On a Browser

The administrators and managers will be able to see the employee schedule in full on their screens regardless of it being published.Once the employee schedule has been enabled and published, an employee will be able to navigate to “schedule” on their dashboard and review either their personal or all employees scheduled shifts based on set permissions.

On the Mobile App

On the mobile app you will be required to select a date range you wish to view, schedules must be published for admins and managers to see schedules for selected employees.Once published the admin or manager can select the date range and check off an employee they wish to see the schedule for.

Viewing schedule as an admin or manager

Step 1: Log in to your OnTheClock account.
Step 2: Navigate to “more…” on the bottom right.
Step 3: Scroll down and tap schedule.
Step 4: Select a date range to view
Step 5: Select an employee whose schedule you wish to view.

Viewing schedule as an employee

Step 1: Log in to your OnTheClock account.
Step 2: Navigate to “more…” on the bottom right.
Step 3: Scroll down and tap schedule.
Step 4: Select a date range to view
Step 5: They will need to select an employee if they can see “all employees” or it will just show their shift on the screen.