Copy Schedule

Note: This business process An organized flow of activities or tasks that achieves a business goal. An automated business process minimizes the amount of paperwork and manual tasks to complete that process by way of automatic actions, online forms, and automatically generated messages. is an extension model that is developed outside the normal release schedule to meet specific customer needs. To request one of these models, you must submit a Salesforce Service Request to UKG. After the model is delivered to your tenant, you can edit it to meet your needs.

The Copy Schedule business process extension provides a quick and easy way to create future schedules by copying previous schedules assigned to a set of employees.

Customers with limited numbers of employees often create their own schedules because they know what works best for their locations. They need an efficient way within the Schedule Planner to copy schedules, including transfers, for a set of employees from previous (source) to future (target) schedule periods A repeating span of days in the schedule that is defined for administrative purposes, such as pay periods.. This business process extension provides that capability.

To use the extension, the manager navigates to the Schedule Planner, selects the date range and employees of the source schedule, and then launches Copy Schedule by way of a GoTo action. Date and employee selections automatically pass as process parameters. Before initiating the process, the manager makes selections from the Copy Schedule panel:

If the source schedule contains absence paycodes A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick., the process replaces them in the target with the most recently saved shift associated with the employee for that day. For example, if a Sick paycode replaced an employee’s 8:00 AM-4:00 PM shift in the source schedule, the process copies only the 8:00 AM-4:00 PM shift into the target. If a saved shift is not found in the source, nothing is copied to the target.

When an active employee who is selected in the source schedule has a terminated or inactivated status in the target period, the process creates open shifts with the employee's assigned Job in the target period.

Note:
  • Hyperfinds A search engine that filters and selects groups of employees through queries that specify conditions or locations (criteria). used to select the source employees must be limited to 50, or fewer, employees.

  • Date ranges for either the source or target schedules must not exceed 90 days.

  • Start and End Dates for both the source and target schedules must be synchronized. For example, if the dates associated with the source begin on Sunday and end on Saturday, the target dates must also begin and end on Sunday and Saturday, respectively.

  • If selected dates in the source and target schedules overlap, the user is notified with options to:

    • Override the existing schedule; that is, delete the existing schedule and replace it with new shifts.

    • Copy the next schedule to the target.

  • If no shift is assigned to an employee on a particular day in the source, no shift will be copied to the corresponding employee and day in the target.

  • All shifts in the source are copied to the target, even if multiple shifts are assigned to an employee on a single day.

  • Only business structure transfers in the source are copied to the target. Work rule, cost center, and labor category transfers are not copied.

  • Absence paycodes, including full and half day, in the source are replaced with the latest saved shift of that day in the target.

  • If an employee is active in the source, but terminated or inactivated in the target period, open shifts are created in the target associated with the employee's job assignment; this may differ from the employee's primary job.