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To manage employee schedules, follow the step-by-step instructions below.
See image below for a quick view of the manager's UKG home screen. To manage schedules, you will utilize the "Manage Schedule" tile.
📍 Please note that all screenshots and directions located within this site are taken from the UKG Pro App.
📍Salaried Managers – Your hours are loaded onto your timecard based on your schedule. DO NOT change or update your schedule after it has been created, as it may result in your hours not being 40 for the week. Payroll audits this weekly, but it is your responsibility to ensure your schedule and timecard are correct.
Finding All Your Employees
Finding All Your Employees
Tap the arrow to enter your Manage Schedule Tile. To access all employees you manage, click the "All Home" button in the upper right section of the screen.
Edit an Employee's Shift
Edit an Employee's Shift
Click on Employee's Time
Click on Employee's Time
To edit an employee's shift, you can either follow the directions below or watch this example video.
You will need to tap on the "Manage Schedule" tile's arrow to see all of your employees' times.
Once you are in the Current Schedule view, you can tap on the employee's time to have the information seen in the popup to the right.
Tap "Edit."
An "Edit Shift" popup will appear on the right side of your screen (see image below).
You have a lot of options with this screen. You can drag to shorten or extend the time worked. You can also manually type in your corrections.
You can also "Transfer Employee." This is where you would adjust the Cost Center, Work State, etc. You can schedule this to happen automatically, as well.
When you have finished managing the employee's time, tap "Apply."
Nothing is saved within this unless you tap the "Save" button.
Quick Actions
Quick Actions
Locating Quick Actions
Locating Quick Actions
Tap on "Quick Actions" to adjust an employee's schedule.
Next, you will see the options below pop up.
When you tap one of the options above, you will then tap the employee's time within their schedule to apply what you have selected.
To see what this looks like, watch this video.
Scroll below to understand what some of these Quick Actions options are and when you would use them for scheduling.
Comment
Comment
You can assign comments to one or more shifts.
Keep in mind that employees can see these comments.
If you select the option to "See Notes," you can then type in whatever notes you would like (such as inclement weather).
Comments are preferred over notes because they are structured and, therefore, better for reporting.
Delete
Delete
If you wanted to delete a shift(s), you would tap the "Delete" option, and then tap on each employee's scheduled shift.
Paycode
Paycode
These will only list the paycodes that you, as a manager, have access to. This will not list all of the paycodes in the system. The focus will be time off codes.
This is where you can assign PTO to an employee for a shift if the employee forgot to submit PTO for a shift.
Nothing is saved within this unless you click the "Save" button.
Adding Scheduling
Adding Scheduling
You can either watch this example video or follow the instructions below.
First tap on the employee's name for whom you want to add a schedule.
You will then see the popup that you can see in the image below.
Tap "Add Shift."
A box will pop up on the right side of your screen (see image for reference).
Here, you can either drag the times to create the shift you want to add or you can manually type in a start and end time for the employee.
Once you have done this, tap "Apply."
You will then see this shift appear on the employee's schedule.
You can copy/paste this shift to other days using Quick Actions if needed. If you want to apply this to multiple employees, you would use the copy/paste function when viewing multiple employees at one time.
Please note that the employee will not receive a notification of the schedule you added. They will only see their schedule once they log into UKG.
Remember, nothing is saved within this unless you click the "Save" button.
Schedule Templates
Schedule Templates
Navigate to your team's schedule (current or future).
You will see your team's schedule and can control the date range you want to see in the top right (highlighted in yellow in this image).
Select the employee(s) for which you want to insert the shift template.
You can select multiple employees by clicking the box to the left of their name. This will allow you to create a schedule if they will work the same days and times.
Otherwise, you can schedule one person using a shift template.
Click "Insert Shift Template."
After you right-click and insert a shift template, you can select from a pre-defined list of shifts.
Ensure you pick one with the applicable break.
If you do not see one that fits your needs, you can ask the technology support team to create one, or you can create it manually.
After you see the correct shift and select it, your mouse cursor becomes a "+" sign, allowing you to click on all applicable days and employees to quickly add this shift to as many days as you need.
Click "Save" when you are done.
If you make an error, you can refresh your browser to back out before clicking "Save."
Bulk Deleting
Bulk Deleting
Bulk deleting can be done the same way as scheduling. First, you navigate to Quick Actions (as shown above) and click "Delete."
You can easily select and remove shifts for any employee displayed on the schedule.
Assigning a Schedule Pattern
Assigning a Schedule Pattern
Navigate to your team's Current Schedule.
Locate the employee. To do this, you can use any of these options:
HyperFind
Lookup Tool
Schedule View
Once located, right-click the employee's name to select "Schedule Pattern."
Within the Schedule Pattern window:
1. Select "Pattern Template."
2. Search for and select the pattern you are looking for. Example: "Elevance Training"
3. Choose the applicable pattern. Example: "State-specific template."
Define the Pattern Dates, meaning specify the appropriate "Start Date" and "End Date."
Click "Apply" to apply the pattern.
Remember, nothing is saved within this unless you click the "Save" button.
📢If you navigate away from the "Current Schedule" page without saving, all of your work you have done since your last "Save" will be erased.
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