Introduction

The Staff Scheduling and Time Management Plugin is a plugin that seamlessly integrates with Tagrain POS and allows you to extend the functionality of your existing Tagrain edition by letting you create the roster (shifts) for your staff members. A roster is a list containing the names of staff members with the tasks assigned to them along with the shift start time and shift end time. 

With the Staff Scheduling and Time Management Plugin activated, you can not only schedule shifts, track your staff attendance, but also restrict their login hours beyond shift time from the Staff Roster screen.

Prerequisites

To be able to create and manage Staff Roster, you must subscribe and activate the Staff Scheduling and Time Management Plugin. Upon plugin activation you can access the Staff Roster screen by navigating to: Home >  Setup > User Management > Staff Roster

Plugin Activation Steps

You can activate the Staff Scheduling and Time Management Plugin from the Purchase Subscription page. You can approach this page via the Plugins screen or the Manage Accounts section.

From the Plugins Screen

Step 1. Navigate to Home > Plugins. This will open the Plugins Grid View Screen. This screen is divided into five sections

Step 2. Navigate to the “Inactive” section. You should see the Staff Scheduling and Time Management Plugin listed here. Click on the Activate button.

Step 3. Click the Review & Checkout button to proceed to the Purchase Subscription page.

Step 4. Navigate to the Choose Your Subscription section on the Purchase Subscription page. 

Step 5. Review your order summary and click on the Confirm & Pay button in the Cart Detail section to proceed with activation.

From the Manage Account Section

Step 1. Navigate to the admin section in the top right corner of the screen and click Manage Account. 

Step 2. On the Subscription screen that opens, click the Upgrade button to reach the Purchase Subscription page.

Step 3. Navigate to the Choose Your Subscription section on the Purchase Subscription page. 

Step 4. Review your order summary and click on the Confirm & Pay button in the Cart Detail section to proceed with activation.

Effect of plugin activation

Once the Staff Scheduling and Time Management Plugin is subscribed and activated, you should notice the following changes in the application:

You should see an additional option for the Staff Roster appearing on the User Management screen. 

You should see the Clock In / Clock Out symbol on the Web Register. 

You should see 2 additional reports appearing under the Reports section - Hours Worked Report and Time Card Report.

Roster Management

Step 1. Navigate to Home >  Setup > User Management. This will open the User Management screen. 

Step 2. Click the Staff Roster button to open the Staff Roster screen. 

Step 3. Select the Store. Your retail business might be operating from different store locations. You need to select the store, where you want to implement the roster. In our illustration we have selected the BALBOA STORE. 

Step 4. Select the Week Date. Rosters are generally defined for the entire week. However, Tagrain not only allows you to define the Staff Roster for the entire week but also carry it forward to the subsequent week by clicking the Copy To Next Week button.

Step 5. Search for a staff member using the User Lookup field. Define the number of hours that use is supposed to work by selecting the Start Time and the End Time.  

In our illustration we have defined the work hours for the following users:

Tony Stark

Frank Castle

Dany Rand

Once you have defined the work hours, click the “Add to Schedule” button. This will add the number of hours that Tony Stark, Frank Castle, and Dany Rand are required to work in the entire week. 

The Work Hours for Tony Stark, Frank Castle, and Dany Rand are displayed in a grid format. The grid displays the User Name, along with the date column that displays the Start Time and the End Time for that particular day. 

Please Note: By default the application displays the roster for one week. However, you can extend the Staff Roster to the subsequent week(s) by clicking the Copy To Next Week button or Copy To Next 2 Weeks button, and so on.

Restrict User Login

You can flip the switch Block Login Beyond Shift Time to restrict a user from logging in to the application. In our illustration, if Tony Stark attempts to log in to the application before 3:00 PM or after 8:00 PM, he should see the below pop up.  

Log Out Alert Notification

When you flip the switch Block Login Beyond Shift Time to restrict user login, the Log Out Alert Notification feature is activated for that user. This means that when the user’s shift is about to end, he would be notified 30 minutes in advance. 

The user should see a red triangle symbol right next to the Clock In / Clock Out symbol.

Clicking on the red triangle symbol will open the Clock In / Clock Out screen.

The footer section of the Clock In / Clock Out screen will display the Alert - “You will be automatically logged out in xx minutes.” The xx denotes the time in minutes which can range between 1 - 30 minutes.

Scheduling Day Offs

You can schedule the non-working days for any staff member working in your store. Let’s assume that one of your staff members - Tony Stark wants a day off on July 05, Wednesday. You need to double click on the time slot scheduled for July 05 

This will open the Set Start and End Time pop up as shown in the screenshot below:

Flip the switch Working to OFF to reset the Start Time and End Time fields to 00:00. You can even specify the comments in the Comment field. For Example, Work OFF, etc

It is a common practice to create a roster for the entire week. If you want to update the Start Time and End Time or schedule work off for a staff member, for day(s) remaining in the week, you can flip the switch Update for the rest of the days to ON.

Clock In and Clock Out

Once you subscribe to and activate the Staff Scheduling and Time Management Plugin, you should see the Clock In / Clock Out symbol on the Web Register.

Navigate to Home >  Web Register to open the Web Register screen. 

You should see a Clock symbol in the POS header section, next to the notification symbol. 

Click the Clock symbol to open the Clock In / Clock Out screen.

The Clock In / Clock Out screen displays the users along with their name and profile picture. 

Let’s assume that Frank Castle wants to Clock In. 

Frank Castle will have to click the Clock In button and specify his Login PIN to record the in time.

Once a user is clocked in the user tile will display the Clocked In time and date. 

Similarly when Frank Castle has to Clock Out, he will have to return to the Clock In / Clock Out screen, specify his Login PIN, and click the Clock Out button.

Reports

Additional reports appear under the Reports section when the Staff Scheduling and Time Management Plugin is subscribed and activated. These are:

• Hours Worked Report 

• Time Card Report

Hours Worked Report

You can view the actual number of hours a user has logged in and the expected number of hours based on his shift defined in the Staff Roster using the Hours Worked Report. 

Steps to generate the Hours Worked Report

The steps to generate the Hours Worked Report are explained below:

Step 1. Navigate to Home >  Reports > Hours Worked Report to open the Hours Worked Report screen. 

Step 2. Select the User. You can either type the name of the User in the User Text Field OR click on the [...] to select a user on the User Selection screen.

Step 3. Select the Date Range. You can either click on the date itself to pick the Start Date and the End Date OR use the Date Template to pick a Date Range from the menu displayed on the right. You can even define a Custom Date Range. 

Step 4. Click the Search button to generate the Hours Worked Report.

Time Card Report

You  can monitor the user Clock In and Clock Out time using the Time Card Report. The steps to generate the Clock In / CLock Out report for a user are explained in the section below. 

Steps to generate the Time Card Report

The steps to generate the Time Card Report are explained below:

Step 1. Navigate to Home >  Reports > Time Card Report to open the Time Card Report screen. 

Step 2. Select the User. You can either type the name of the User in the User Text Field OR click on the [...] to select a user on the User Selection screen.

Step 3. Select the Date Range. You can either click on the date itself to pick the Start Date and the End Date OR use the Date Template to pick a Date Range from the menu displayed on the right. You can even define a Custom Date Range. 

Step 4. Click the Search button to generate the Time Card Report.

Conclusion

In this article, we have covered the plugin activation steps and the additional features that get added upon plugin activation. 

Suggested Readings

Staff Scheduling and Time Management Plugin Deactivation

Staff Scheduling and Time Management Plugin Features

Managing Staff Roster

Using the Clock In / Clock Out feature in Tagrain

Can I see the clock in and clock out of individual staff members in Tagrain?

Can I see the hours an individual staff member has worked for in Tagrain?