How to create and assign schedules in ADP - Workforce Manager

This guide provides the step-by-step process to set up ADP Workforce Manager (“WFM”) to track timeliness for all employees. In order for WFM to know if someone arrives late or leaves early, it needs to know when that person is supposed to start their day and end their day. Therefore, DSOs need to enter this information into WFM by creating shifts and patterns in Application Setup and then assigning these to employees in WFM Shift Planner.

This table describes the components that need to be configured for tracking timeliness.

	Shift	Pattern	Schedule Pattern
Purpose	A Shift defines work hours irrespective of the days of the week.	A Pattern assigns shifts to days of the week. You can assign different shifts to different days of the week in a single pattern.	A Schedule Pattern is used to assign patterns to specific staff members
Where	Application Setup > Scheduler Setup > Shift Templates	Application Setup > Scheduler Setup > Pattern Templates	Shift Planner
Example	7:30 a.m. - 4:00 p.m.	Mon - Fri 7:30 a.m. - 4:00 p.m. OR M,Tu,Th,F 730a - 430p W 745a - 400p	All teachers at Royalty work Mon - Fri 7:30 a.m. - 4:00 p.m.
Naming Convention (See note below)	Royalty 730a - 400p	Royalty M-F 730a - 400p OR LSP Teachers OR NCA Math	Assign Royalty M-F 730a - 400p to all Royalty teachers

Note: It is imperative that you follow the naming convention of adding your school name as a prefix to all Shift and Pattern names. (For example, “Royalty 730a - 400p”) This will ensure that the items that you create are not inadvertently modified by other DSOs. For example, if you simply name your Shift “7:30 a.m. - 4:00 p.m.” and assign it to your teachers (via a Schedule Pattern) and then later another DSO edits that Pattern to change it to “7:45 a.m. - 4:30 p.m.”, this would change the time for the teachers at your school as well.

To begin creating schedules, open the three lines menu located on the top left of your Workforce Manager home page and select Administration > Application Setup. Application Setup will open up in a new tab in your web browser.

Create Shifts

You will need to create a shift to define the work hours for each employee role at your school. Shifts are not tied to specific days of the week. They are simply hours worked in a day. On the separate Application Setup tab, go to Scheduler Setup > Shift Templates > New.  

1. Enter the Shift Name to include the “School + shift start and end times”. Ex: Royalty 730a-430p or BOLD 730a-430p.
   • • All DSOs will have access to all shifts created in Workforce Manager so it is important to follow the correct naming convention to avoid your shift being assigned to the incorrect employee or modified by another DSO.
2. Copy the Shift Name into the Description field.
3. Enter the Start Time.
4. Enter the End Time. The “Sch Hrs” field will automatically calculate the work hours and update.
5. Click Save.

Once you have created your first shift, you can highlight an existing template and click the Duplicate button on the Shift Templates home screen. The selected Shift Template will be copied and you can then select that new Shift and click Edit to modify the Shift Name, Description, Start Time, and End Time on the new template.

Create Patterns

Next, you will need to create a Pattern to assign shifts to each day of the week. To create a Pattern, open the three lines menu located on the top left of your page. Workforce Manager home page and go to > Scheduler Setup > Pattern Templates > New.

Note: You will have two Workforce Manager tabs open in your web browser. Application Setup for Shifts and Patterns will be located on the same tab.

1. Enter the Name of the Pattern Template to include the “School + Role”.
   • • All DSOs will have access to all patterns created in Workforce Manager so it is important to ensure that you prefix all your patterns with your school name to avoid your patterns being assigned to the incorrect employees or being modified by another DSO.
     • However, aside from using your school name as a prefix, you can use whatever naming convention works best for your school to differentiate between your different patterns, including roles, times, departments such as Royalty Teacher, LSP 730a - 430p, NCA Math
2. Copy the Name into the Description field.
3. Click Shift Template and search for a shift that you created for your school and need to assign to this employee role.
   • • A blue banner will display at the top of the screen indicating what shift you have selected.
4. Click into each day of the week the shift will need to be assigned for.
   • • You can select different Shifts to assign to different days of the week for a Pattern.
5. Click Save.

Once you have created your first Pattern Template, you can highlight an existing template and click the Duplicate button on the Pattern Templates home screen. The selected Pattern Template will be copied and you can then select the new Pattern and click Edit to modify the Name, Description, and Shift Templates assigned for each day of the week.

Assign schedule to employees

Before assigning a new schedule to an employee, confirm the old schedule is end dated. 

After creating the shift and assigning the shift to each work day under Pattern Template, you will then need to assign the pattern to the employee’s timecard. Go back to your Workforce Manager homepage, open the three lines menu located on the top left of your screen and select Schedule > Schedule Planner.

Schedule Planner will show a list of all employees at your location, for the time period that you have selected. On the Schedule Planner page, you can:

• Search for each employee’s name individually.
• Sort by Job Title to have a specific set of employees in your view and select multiple employees to assign schedules to at once.
  1. To sort by Job Title, click on the right facing arrow in the first column to expand the column header.
  2. When the Job column header is displayed, click on the header to sort Job Title in ascending or descending order.
  3. You can select multiple employees at once, such as those with the same Job Title, to assign the same schedule to.

To begin assigning shifts to employees, click the checkbox to the left of the employee(s) name(s) > right click on the employee’s name > select Schedule Pattern. If you have multiple employees selected, right click on any of the names you have checked off.

1. On the Schedule Pattern window, click the Pattern Template dropdown.
2. Search and select the template to assign to the employee(s) you have selected. You will see the template automatically applied to the day(s) of the week.
3. On the left, enter the Start Date.
   • • The Start Date should be set to the first date that the employee(s) are expected to punch in. In the summer this would be the First Day of School. For midyear hires, this would be their Hire Start Date.
4. For End Date, select the “Specify Date” radio button and enter the end date.
   • • In most cases, the End Date should be the last day of school.
     • Disregard “Define Patterns For”. Leave the “Override Other Patterns” box checked.
5. Click Apply.
6. You will be taken back to the Schedule Planner page and see the Pattern Template applied to the employee’s schedule.
   • • If you are assigning schedules to start at a future date, you will need to change the time period using the Timeframe dropdown in the top right of the screen to see the assigned schedules.
7. You must click Save to save all the schedule patterns that you have just assigned.

Each scheduled shift will be available to view directly on an employee’s timecard. From the Schedule Pattern page, right click on the employee’s name > select “Go To” > Timecard. Schedules are not visible to the employee.