DRoster Employee Scheduling Manual

DRoster is a windows-based application developed by Kappix that is used to assist companies in scheduling and managing their employee time
and resources.
About Kappix Kappix was founded in 2004 by a team of software engineers with fifteen years of experience in leading research and development for various major software companies. The idea was to develop a dedicated employee scheduling program that could both meet a wide range of requirements of various industries/organizations and be scalable in terms of organization size. In addition, the Kappix team insisted that though the program would be dedicated, it must integrate with other data sources (such as payroll software), giving maximum benefits to human resource departments and scheduling managers at minimum cost. Kappix Team's Mission: Why We Offer Free Employee Scheduling Software Based on those cost-effective specifications, DRoster Employee Scheduling Software was designed to provide organizations with the flexibility, robustness, functionality, comprehensiveness of more expensive software at an incomparable cost. Confident in the quality of DRoster employee scheduling software, the Kappix team decided to offer a fully functional download of DRoster free employee scheduling software. Kappix wishes to make the easy DRoster way of administrating staff scheduling readily available to anyone who requires scheduling. Kappix designed DRoster with an industry-neutral flexibility allowing you to give your scheduling software your own unique industry-specific flavor. With its scalability and unlimited shift scheduling capabilities, DRoster gives your organization high value. As your company grows, so does your scheduling capacity. No need to pay to upgrade to a corporate solution. Buy once, and DRoster grows with you. Kappix Clients: Who Uses DRoster Free Employee Scheduling? It comes as no surprise that DRoster is being used for employee scheduling in a plethora of industries and organizations. Its compabitibility has made it an employee scheduling software of choice for people from various industries, for instance: * restaurants * hotels,motels, B&B * medical centers * shipping * academic institutions * school districts * construction * dispatch and call centers * military installations and organizations * manufacturing plants * small cafes * convenience stores * non-profit organizations * recycling plants * transportation systems * airline and travel * churches and community center * employee management services * The Kappix team invites you to download DRoster employee Scheduling software free: no registration required, easy setup, intuitive scheduling. Kappix appreciates your questions, inquiries and suggestions. Send us your wish list for DRoster. Inquire about linking with us. We'd like to hear from you. Please refer to our contact details below. Phone Numbers 972-54-3012263 Marketing Email marketing@kappix.com Support Services Email support@kappix.com Info Email info@kappix.com
DRoster Users Guide

Copyright 2012 Kappix Software
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Installing the Software

1. Download the software from Kappix.com 2. Double-click the .exe file to initialize setup
3. Follow the setup steps, accepting the License Agreement and designating Install Destination 4. Click Install
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5. Once Setup is complete, click Finish to launch DRoster The first time you run the software, you will see the following Quick Setup Wizard. Click Next to follow through the steps to complete the following sections.
DRoster Users Guide

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Adding/Defining Positions
The first setup step in DRoster is adding positions. To add a position, on the Names of Positions screen:
1. Click Add 2. Enter a name for the position 3. Click OK Then, add shifts for the newly created position(s). To add a shift to a position:
1. Click Add 2. Enter a name for the shift 3. Designate the shift Start Time and duration (End Time is automatically designated) DRoster Users Guide
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4. Click OK
Adding Employees
The second setup step in DRoster is adding employees. To add an employee, on the Employees screen:
1. Click Add 2. Enter a name for the employee 3. Click OK With positions, shifts and employees added, the Quick Setup Wizard is complete.
DRoster Users Guide

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Basic Scheduling Features

Assigning resources (employees) to shifts with DRoster is easy. 1. In the Shifts window, double-click on the corresponding day/shift to schedule
2. Select an Employee from the dropdown list
3. Enter any relevant notes regarding the shift
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4. When finished scheduling, click OK Note that you can access additional scheduling options by right-clicking on a cell in the Shifts window (e.g. Delete to remove an employee from a shift).
DRoster Users Guide

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Advanced Scheduling Features - Copy Duties

With the positions/shifts and employees defined, users can automatically build a schedule. DRoster offers two options for this: 1. Using the "Copy Duties" Feature 2. Using the ROTA feature The Copy Duties feature copies the duties and assignments from one time period to another, while verifying that each designated employee is available at that time. If an employee is not available, an Empty Duty will be created (an Empty Duty is a duty without an assignment which can be filled in later by doubleclicking on the Empty Duty cell). To use the Copy Duties feature: 1. Click Copy Duties in the Toolbar
2. Select the Source Week using the From dates dropdowns Note: the source can be any period of time, from a single day(s) to a single week(s) to a single month(s)), but the Source Period MUST be shorter than the Target Period.
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3. Select the Target Week using the To dates dropdowns 4. Click the checkbox next to the Employee(s) to Copy Schedules for
5. Click OK to complete Schedule Copy DRoster Users Guide

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Note that, to copy duties from schedules with differing lengths: - If the Source Period duration does not match the Target Period, DRoster will repeat the days until it fills the Target Period as follows: o If the Source Period is an even multiple, the duties will simply be repeated (for example, if the Source Period is 3 days and the Target Period is 21 days, DRoster will simply copy the source duties 7 times (one after the other) into the Target Period). o If the Source Period is not an even multiple, the duties will be repeated as appropriate, then the beginning remainder will be added (for example, if the Source Period is 5 days and the Target Period is 13 days, DRoster will copy the source duties twice and then add only the first 3 days into the Target Period).
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ROTA
ROTA (Rotation of Tasks) is a DRoster feature that is used to automate scheduling. It represents a round of duties, and is a roster indicating when various employees are to perform specific assignments. The first component of ROTA is the pattern, which is a set of assigned/unassigned duties for a single day (each pattern = 1 entire day). Users can create as many patterns as needed to cover the various combinations of days in their business cycles (e.g. weekday, weekend, busy day, holiday, high season/low season day, sale day, etc.). The second component of ROTA is the rotation itself, which is a pattern or combination of patterns used to automatically assign employees to duties. Using a restaurant as an example to illustrate how ROTA works, lets assume 2 different patterns (assignments), weekday and weekend. First, the user would create a weekday pattern, with duty assignments for 1 Chef, 1 Assistant, 1 Cashier, 4 Waiters and 1 Host Second, the user would create a weekend pattern, with duty assignments for 1 Chef, 3 Assistants, 1 Cashier, 7 Waiters and 1 Host. Third, the user would create a ROTA called Regular Workweek, adding the required patterns consecutively - weekday, weekday, weekday, weekday, weekday, weekend, weekend. Fourth, the user would go to the planner, select the Regular Workweek ROTA and then select a time period for the ROTA In this example we created the ROTA under the assumption that the workweek will start on Monday. Note that scheduling periods can start on any day.
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To create a ROTA: 1. In the planner click Manage
2. Click ROTA in the Manage ROTA screen
3. Click New to create a New Pattern
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4. Enter a Name for the Pattern 5. Click OK 6. To define a new duty, click, hold and drag the mouse to select the hours and specify the Duty Time Slot
7. Click New to create a schedule for that Duty 8. Designate the Start Time and Duration, then designate an employee (optional) and any notes Note: Concerning the optional employee designation, a pattern is most DRoster Users Guide
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useful when assigning a specific employee to the duty (creating and assigning the duty based on employee availability). However, considering that there may be cases when it is not clear which employee should/can be assigned, N/A (Not Assigned) can be used as a placeholder for ROTA creation and replaced with an appropriate employee at a later time. 9. Click OK 10. Repeat Steps 6 through 9 to create a schedule(s) for additional Duties 11. Click Save to Finalize the Pattern
12. Repeat Steps 3 through 11 to create an additional Pattern(s) 13. Click New on the Manage ROTA screen
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14. Enter a Name for your ROTA 15. Click OK
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16. Click on a Pattern from the Available Patterns (left column), then click the > to move it to Selected Pattern (right column) Note: Each list item on the left side (Available Pattern) represents a single day. Because each pattern represents a single day, the user can and will add the same pattern several times consecutively to designate the different days of the week on the right side (Selected Patterns). In the window below, 5 Weekdays patterns would be moved right, followed by 2 Weekend patterns.
17. Click OK to close the ROTA Configuration screen, and you will be returned to the main Shifts Planner Window (if you are not returned to the Shift Planner screen, select the Shift Planner tab from the Top Menu) 18. Click ROTA and Navigate to Select your new ROTA
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19. Enter the parameters for the time period you want to apply the ROTA NOTE: As with the Copy Duties Feature, the source can be any period of time, from a single day(s) to a single week(s) to a single month(s)), but again, the Source Period MUST be shorter than the Target Period. If the ROTA duration does not match the Target Period, DRoster will repeat the days until it fills the Target Period as follows: o If the ROTA is an even multiple of the Target Period, the duties will simply be repeated (for example, if the Source Period is 3 days and the Target Period is 21 days, DRoster will simply copy the source duties 7 times (one after the other) into the Target Period). o If the ROTA is not an even multiple, the duties will be repeated as appropriate, with the beginning remainder being added (for example, if the Source Period is 5 days and the Target Period is 13 days, DRoster will copy the source duties twice and then add only the first 3 days into the Target Period).
20. Click OK
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ROTA Tips: The user can schedule for heavy/light days within the same week by creating different patterns for each (e.g. light weekday and heavy weekday), then varying the patterns in the ROTA to accommodate the traffic DRoster allows the user to apply either a ROTA (collection of patterns) or an individual Pattern, applying all defined duties regardless of whether or not they exist, so applying the same ROTA/Pattern more than once will duplicate the duties for a selected period For more information, visit our website: http://www.kappix.com/.
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DRoster Employee Scheduling Manual

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DRoster is a windows-based application developed by Kappix that is used to assist companies in scheduling and managing their employee time

DRoster Users Guide

Installing the Software

DRoster Users Guide

DRoster Users Guide

DRoster Users Guide

Basic Scheduling Features

2. Select an Employee from the dropdown list

3. Enter any relevant notes regarding the shift

DRoster Users Guide

DRoster Users Guide

Advanced Scheduling Features - Copy Duties

DRoster Users Guide

5. Click OK to complete Schedule Copy DRoster Users Guide

DRoster Users Guide

DRoster Users Guide

To create a ROTA: 1. In the planner click Manage

2. Click ROTA in the Manage ROTA screen

3. Click New to create a New Pattern

DRoster Users Guide

DRoster Users Guide

14. Enter a Name for your ROTA 15. Click OK

DRoster Users Guide

DRoster Users Guide

DRoster Users Guide

DRoster Users Guide

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