In this article, we'll give a button-by-button breakdown of the Grid View in the Scheduling Planner!
The Grid View can seem intimidating at first, with lots of things to select and buttons to press. We're going to start from the top of your screen and work our way down, highlighting what everything does!
Part 1 - The Top Tool Bar
We'll start in the top left corner of your screen, where it says "Range." We'll move across the buttons in the screenshot below from left to right.
Range: Click in the first box to select a start date, and the second box to select an end date. Remember, in the Grid view you can view up to 14 days at a time.
Location: In the example above, it is shown as "Midtown." Use this dropdown to select the location that you will be creating the schedule for.
Team: Use this dropdown to filter the schedule by Team. In the example below, I selected "Front Desk" so that I would only view Front Desk shifts.
Grid View/Gantt View: While in Grid View, you will see the 2x2 table highlighted, since you are currently working in the Grid View. To switch to Gantt view, click on the button with four lines.
Print: Click on the printer icon to print the schedule by team member. Prospr will only print for published shifts, so make sure everything is live before trying to print.
Download: Click on the cloud with the arrow in it to download your schedule as a .csv file. Just like with printing, this will only download published shifts.
Part 2 - The Middle Tool Bar
We'll run through the next line down, starting from "Find."
Find: Use this search bar to search by a team member, a team, or an employee ID. In the example above, searching "Phil Prospr" allows me to view just Phil's schedule.
Sort Users: Change the order in which your team members are displayed down the left-hand side.
Location Staff: Use this dropdown if you wish to view All Staff, Home Team Only, or Alternates Only. A user's home location is assigned in their user profile.
Filter Room: If your Workspace is using Rooms, this dropdown will allow you to filter by those rooms.
See Only Scheduled: While this box is checked, you will only see users who have scheduled shifts for the selected date range. Uncheck this box to view all team members for the Location.
Arrows (WHAT IS THIS CALLED): While this box is selected, you will be able to click and drag shifts in the Grid view from one user to the other.
Carbon Copy: This button (two pages stacked) is the Carbon Copy button. While this button is selected, you can click and drag a copy of a shift from one team member to another. This will leave the original shift in its place, and create a duplicate for the next team member.
Filter to Unpublished Shifts: Use this button to view only the unpublished shifts within your selected date range. Unpublished shifts are yellow in the Planner.
Part 3 - The Grid
Within the Grid itself, there are many pieces of information you can view. We'll quickly cover the basics here. For further information on adding shifts and more, check out our Suggested Articles at the Bottom.
Underneath your team member's names, you will be able to see their teams, the amount of hours they are scheduled for that work week, and their projected pay for that range. You will also be able to see if this is their Home or Alternate Location.
If you are filtered by Hiring Date or Seniority, this information will also be visible under your team member's name!
To add a new shift, select the + button in one of the scheduling blocks. In the example below, clicking the + on December 8th for Agustin would begin creating a new shift.
Any Unassigned Shifts will appear at the bottom, like the one for Front Desk on December 8th below.
Within each shift block, you will see a small circle in the top right corner. A green circle Indicates all day availability, a yellow indicates partial day, and red/no circle indicates no availability. Hovering your mouse over this circle will show further details.
That concludes the basics of the buttons and tools of the Grid View. Check out our Suggested Articles for next steps in building out your schedule!
- Intro to Scheduling - The Gantt View In-Depth
- Intro to Scheduling - Your Toolbox
- Inputting Single Shifts - Grid + Gantt Views
- Assigning Team Members to Shifts
- Unassigning Team Members from Shifts
- How to Publish Your Schedule (Individual Shifts + Complete)