Live Schedule Lookup is one of the steps in the Call Hierarchy (step 3) used to determine which Job to check an Employee in to. If an Employee is not forced to enter a Work Ticket or Job Number upon calling in, the hierarchy then moves to Live Schedule Lookup. In short, this means the system looks to see if the caller is scheduled to work, and if so, whether the caller is checking in within tolerances set up in WinTeam. If those parameters are met, the caller is checked in to the Job he is scheduled for.
TeamTime downloads schedules from Personnel Scheduling in WinTeam and stores them to use for placing Employees into Jobs, but if Live Schedule Lookup is enabled, the system goes directly to WinTeam to see if schedule exists for the Employee in PostWatch. The benefit of enabling Live Schedule Lookup rather than relying on downloaded schedules within TeamTime is that if changes are made to schedules between downloads, the latest schedule is always available for check-in purposes.
To enable Live Schedule Lookup:
- Select the Allow Live Scheduling Lookups check box in the TeamTime Defaults Paging, VRU, and Adjustments tab.
- In the same tab, enter the number of minutes you want to allow for Personnel Scheduling Tolerance (max of 180 minutes). If you enter 45 minutes, when an Employee calls in and enters the Employee Number, the system will look for all posts that are within 45 minutes before or after the check-in time.
- In the TeamTime Defaults PS Overwrite Settings Valid Match Criteria box, enter the number of minutes before and after the In Time and before and after the Out Time that Employees can call in and still have WinTeam consider a TeamTime record "matched" to a schedule record.
Example: Employee 65 calls in at 7:55 A.M. for a post that starts at 8:00 A.M. Personnel Scheduling Tolerance is set for 45 minutes. The system will look for a post for Employee 65 that starts between 7:10 A.M. and 8:40 A.M. Since Job 10084 fits into these parameters, the Employee will be checked in to the post as long as the call is within Valid Match criteria (see below).
The Valid Match Criteria is set for 15 minutes before and after the In Time and 15 minutes before and after the Out Time.
Employee 65 calls in at 7:55 A.M. for a post that starts at 8:00 A.M. Personnel Scheduling Tolerance is set for 45 minutes. The system will look for a post for Employee 65 that starts between 7:10 A.M. and 8:40 A.M. Job 10084 fits these parameters. Since the 7:55 A.M. call is within 15 minutes of 8:00 A.M. (the TeamTime record "matches" the schedule record), Employee 65 will be checked into the appropriate post.