You can use the Layout manager in Schedule Xpress to manage all of your Schedule layouts. The layouts you choose will influence the way your Schedule looks, and also the reports you choose to export.


In this article, we'll be looking at the following in Schedule Xpress:


Layout manager

The Layout manager is broken down by 3 different layouts:

We'll be focusing on Timeline and Calendar view layouts. You can view our Grid view layouts article which is specifically focused on Time Processing.

Changing between Timeline and Calendar view layouts

You can toggle between the two.

Changing between Timeline and Calendar view layouts in Schedule Xpress

Layout shift display

A Timeline view layout displays shifts by the day. Whereas a Calendar view layout displays shifts by the hour in the day.

Timeline view layout:

Timeline view layout in Schedule Xpress

Calendar view layout:

Calendar view layout in Schedule Xpress

Default layouts

It's important to know that your Schedule Xpress database will contain a set of system default layouts that cannot be deleted. These will be presented with a asterisk. For example:

Customer/Employee *

You'll see that in the case of this layout, it displays the Customer and Site information, while presenting the employee in the shifts display information.

Customer/Employee * layout filter in Schedule Xpress

Although system layouts cannot be deleted or modified, users can create their own by using a system layout as a starting point.

The Layout section (Settings > Layout Manager) is where the user has the ability to modify how they see information on the main screen of Schedule Xpress.

Note: System layouts cannot be modified. To create a custom layout, clone an existing layout and make the necessary changes.


Settings for Layout manager

The user can visit the Settings section to customize their layout filters.

Head to Settings > Branch defaults > Layout manager. You'll see all 3 layout filters.

Layout manager in Settings in Schedule Xpress

First, you'll need to understand how to clone a filter. We'll be using the Timeline view layouts as examples.

Once inside, you can use the dropdown to choose which layouts to view. These can be selected and deselected.

Timeline view layout in Settings in Schedule Xpress

Once inside, you can change your default by clicking the star next to the relevant Grid layout filter, and it will highlight orange to mark as the new default. This will instantly remove the old default.

Set layout as default in Timeline view layout in Settings in Schedule Xpress
Default layout in Timeline view layout in Settings in Schedule Xpress

The chosen filter will now default and always display when you log in to Schedule Xpress.

Default layout in Schedule in Schedule Xpress

Cloning a layout filter

To clone a filter, you can simply find a filter in your list, and press Clone.

Layout grid display settings in Timeline view layouts in Settings in Schedule Xpress

You'll be prompted to create a name and then you can save. This will keep the same settings and will now give you the opportunity to customize to how you'd like.

Naming and cloning a Timeline layout in Timeline view layouts in Settings in Schedule Xpress

Let's look at customizing your settings.

Layout grid display settings

In the Layout grid display settings, you can choose the hours and days you want to show in your Timeline view layout.

Layout grid display settings in Timeline view layouts in Settings in Schedule Xpress

This doesn't mean you won't see shifts outside of the parameters you set. For example, if you set your work week to 06:00 - 22:00 through Monday to Friday, you'd still see shifts starting at 1am on a Sunday.

The next step explains where these parameters take effect.

Shift spanning entire day in Layout grid display settings in Schedule Xpress

The influence of the Layout grid display settings comes into play when you select work week in your calendar.

Date range for Layout grid display settings in Schedule in Schedule Xpress

Once work week is applied, it will represent the parameters set in your Layout grid display settings.

You'll now see that it represents through Monday to Friday.

Note: Be wary that in a Timeline view layout, any shift of any length on this day, will present in your schedule.

Calendar view layout in Schedule Xpress

However, if the same setting is applied to a Calendar view layout, you'll notice any time period outside of the work hours will be greyed out.

Calendar view layout greyed area in Schedule Xpress

Collapsible table options

This section allows you to specify how you want your data to display.

Collapsible table options in Timeline view layout in Settings in Schedule Xpress

Table header grouping

The Table header grouping section allows a user to group the items based on the set criteria and collapse it when viewing shifts.

In this example, we've chosen Customer Name.

Note: Ensure that your Show table headers in the layout is set to Yes.

Table header grouping in Collapsible table options in Timeline view layout in Settings in Schedule Xpress

The Customer name will present as a collapsible header.

Collapsible and Expanded grid headers

Collapsing and expanding grid headers

You can collapse or expand your grid headers by clicking the arrow to the left of the header.

Collapsed:

Collapsed grid header in Time Processing

Expanded:

Collapsed grid header in Schedule Xpress
Collapsible and Expanded grid headers

Row header options

The Row head options are about choosing which information you'd like to present in the rows underneath the Table header.

Row header options in Timeline view layouts in Settings in Schedule Xpress

The Row header options are broken down into two sections:

  • The Row header grouping allows the user to specify which columns of information will be inserted into the layout.

  • The Row header display specifies the columns that will be inserted into the schedule grid in addition to the shift information.

Row header grouping and Row header display in Timeline view layout in Settings in Schedule Xpress

In this example, we've chosen Employee Name.

Note: Ensure that your Show row header labels in list view mode is set to Yes.

Show row header labels in list view mode as Yes in Timeline view layouts in Settings in Schedule Xpress

You can see the the Employee Name is now listed in the row.

Employee Name as row in Schedule in Schedule Xpress

If we added in Employee ID and Scheduled shift total, they would in order.

Employee Name, Employee ID and Scheduled shift total as rows in Schedule in Schedule Xpress

Re-ordering fields

If you wish to re-order any of the fields, you can simply use press down on the double-ended arrow, and drag up and down.

Re-ordering fields in Timeline view layout in Settings in Schedule Xpress

So, if we switched the Scheduled shift total to the top of the list, it will display first in the schedule order.

Re-ordering fields in Timeline view layout in Settings in Schedule Xpress

It would then display in your schedule with Shift schedule total first, as below.

Note: Both the Row header grouping and Row header display will need to be re-ordered. Only re-ordering one of the two will not make the change.

Row order in Schedule in Schedule Xpress

Shift sort & display options

The Shift sort & display option is first focused on the Shift sort order.

Shift sort order

The Shift sort order is about the order the information is presented on your shift cells.

Shift sort order in Timeline view layout in Settings in Schedule Xpress

If we revert to the shifts, we will see that each shift cell displays the shift information in this order.

Shift information inside shift cells in Schedule in Schedule Xpress

As you can see in the image below, the shift information presents by:

  • Scheduled time

  • Customer short name

  • Site Short name

  • Service ID

Note: You should ensure that your Shift sort order matches with your Shift display info. We'll discuss this next.

Shift display info in Timeline view layout in Settings in Schedule Xpress

Shift display info

Your Shift display info will represent exactly the information on each shift cell.

Shift display info in Timeline view layouts in Settings in Schedule Xpress

So, for example's sake, were going to choose to display:

  • Customer Name

  • Site Name

  • Service Description

  • Service ID

Note: These fields can be re-ordered the in the same way.

Re-ordering Shift display info fields in Timeline view layouts in Settings in Schedule Xpress

The shifts will represent as below.

Shift display info re-ordering in shift cells in Schedule in Schedule Xpress
Shift display info re-ordering in shift cell in Schedule in Schedule Xpress

By toggling your Show shift display info labels in the layout to Yes, you'll be presented with the Shift display info fields in the shift cells.

Show shift display info labels to Yes in Timeline view layout in Settings in Schedule Xpress

You'll now notice your shifts cells Shift display info fields.

Shift display info fields in shift cell in Schedule in Schedule Xpress

Selected layout Display options

You can choose the Selected layout Display options to customize the way your schedule looks.

Selected layout Display options in Schedule Xpress

By clicking this feature, you'll be given a range of customizable tools. See a breakdown on them.

Selected layout Display options in Schedule Xpress
Table view in Row header display mode in Selected layout Display options in Schedule Xpress

Row header display mode

The Row header display mode changes the way your rows are represented. See the different views below.

Table view:

Table view in Row header display mode in Selected layout Display options in Schedule Xpress

List view:

Grid display in Selected layout Display options in Schedule Xpress

Grid display

The first option you'll see is to Fit grid width to browser window. This will subsequently lock the Column width settings below, and provide you with a best fit schedule within your browser.

However, you can choose to toggle with Column width and Shift height. See the example of an extended Column width and Shift height.

Grid display in Selected layout Display options in Schedule Xpress

Shift length

With Shift length, you're given two options:

Fills the day - Fills the day is a way of representing shift cells in a way that covers the entire day. In the example below, you can see the shift is set from 8am - 5pm, however, it covers the entire of Wednesday July 13th.

Proportional to duration in Shift length in Selected layout Display options in Schedule Xpress

Proportional to duration - Proportional to duration can only be used when your date range is set to 3 days or less. So, if you're only showing 3 days at a time in your schedule, you can use this feature to represent an hourly breakdown of the shifts in the day. As the example shows, this very same shift spans 9 hours in the schedule, rather than the entire day.

Proportional to duration in Shift length in Selected layout Display options in Schedule Xpress

Shift details

If you tick the Show shift details on shift click option, then you can checkmark any shift in your schedule, and it will highlight with a preview of the details. If this is left unchecked, nothing will appear.

Show shift details on shift click from Selected layout Display options represented by clicking shift cell in Schedule Xpress

Show shift colors by

The Show shift colors by is a feature that allows your to customize the color of your shifts by State, Service or Site.

If you're looking to customize the color of your shifts, we encourage you to read our Shift Colors article for more information on the setup.

Shift statistics

Shift statistics gives you the opportunity to present statistics per the shift. The statistics will highlight the hours worked across your entire schedule.

Before attempting to apply Shift statistics, there's two things you should be wary of:

  • It can only be used for layouts grouped by Employee ID.

  • It can only be applied when using the weekly calendar date range.

You can either show your Shift statistics using a summaries column, totals or both.

The summaries column will show totals for the adjacent shifts. The totals will be calculated for all shifts at the bottom of your schedule.

Summaries column:

Totals in Shift statistics in Selected layout Display options in Schedule Xpress

Totals:

Totals in Shift statistics in Selected layout Display options in Schedule Xpress

You can read configurating these in our Shift Statistics article.

For more information on Layout manager, you can Contact Support now!

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