Axess Timecard Schedules

The topic covers managing employee schedules in Axess Timecard.

Steps:

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   Step 3

4. Login to Axess at https://axess.stanford.edu

   Click the Login button.

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5. Type your SUNet ID / Password and click the Login button.

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6. To access the Assign Work Schedule module, click the Review and Approve Timecards link.

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7. Type in the Employee ID Number of the employee for whom you wish to set a schedule.

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8. Click the Get Employees button to search.

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9. Click the Select checkbox next to the employee’s name in your search results.

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10. Click the Assign Work Schedule link.

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11. Assign an Employee to a Predefined Schedule

     

    Common work schedules, such as 8:00am – 5:00pm with a lunch break from 12:00pm to 1:00pm, are predefined in Axess Timecard.  To assign an employee to a predefined schedule, begin by entering the effective date for the first date that the schedule is to take effect.

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12. Choose Select Predefined Schedule.

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13. Click the Magnifying Glass to select a predefined schedule.  A brief description of each schedule will be displayed.

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14. Click the Lookup button to search the available schedules.

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15. Select a schedule.

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16. Click the Show Schedule link.

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17. The selected schedule will appear in a timecard format.

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18. Click the OK button to return to the Assign Work Schedule page.

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19. Click Save to save the schedule.

     

    Click the 'X' in your browser window to close the window.  

     

    Remember... 

    You must click Save on the Assign Work Schedule page before closing your browser window or your work will not be saved.

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20. Assign an Employee to a Custom Schedule

     

    Click the Assign Work Schedule link.

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21. If the employee works an unusual schedule, you can create a custom schedule. To assign an employee to a custom schedule, begin by entering the Effective Date for the first date that the schedule is to take effect.

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22. Choose Create Personal Schedule.

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23. Click the Create Schedule link.

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24. Type a description for the schedule in the Description field.

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25. If the employee works the same schedule each week, leave the number ‘7’ in Num Days in Schedule field. 

     

    If the employee works a different schedule on alternating weeks, change the number to ‘14’ to create a 14 day schedule.

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26. Click the OK button.

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27. The Personal Schedule Definition page is displayed.

     

    On the first work day of the schedule, type the In and Out times for the schedule. 

     

    As a shortcut, enter military time to enter the In and Out times.  Ending zeros :00 can be excluded.  For example, enter '13' to report a time of 1:00PM.

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28. Repeat for the remaining days of the schedule or, to copy the same work hours onto other rows of the schedule, click the Select checkbox on the row that you have entered.

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29. Click the Copy link.

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30. Click the Select checkbox on the applicable row(s).

     

    Click Paste.

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31. Each row of the schedule must contain a value, so you must also indicate the day(s) that the employee does not normally work.  To indicate off days, click the magnifying glass on the applicable row.

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32. Click the Look Up button.

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33. Select OFF from the Search Results section.

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34. Repeat, as needed, for other off schedule days.

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35. Review the completed schedule, and then click OK.

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36. Click Save to save the schedule.

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37. Modify a Schedule

     

    To modify a previously created schedule, click the '+' next to the current schedule.

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38. Enter the Effective Date for the first date that the new schedule is to take effect.

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39. On the new row, you can select a new Predefined Schedule or you can modify the current schedule by selecting Create Personal Schedule.

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40. Click Create Schedule.

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41. Modify the description for the schedule in the Description field, if necessary.

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42. If the employee works the same schedule each week, leave the number ‘7’ in Num Days in Schedule field. 

     

    If the employee works a different schedule on alternating weeks, change the number to ‘14’ to create a 14 day schedule

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43. Click the Schedule Shifts tab.

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44. Enter the changes to the schedule.

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45. Click the Apply button.

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46. Review the completed schedule, and then click OK.

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47. Click Save to save the updated schedule.

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48. Remove a Schedule

     

    To remove a schedule, click the '+' next to the current schedule.  

     

    Note: When a non-exempt employee moves to an exempt position, the schedule should be removed.

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49. Enter the Effective Date for the first date that the schedule is to be removed.

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50. On the new row, choose Select Predefined Schedule.

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51. Click the magnifying glass.

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52. Click Look Up.

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53. Select No Schedule from the selection list.

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54. Click Save to remove the schedule.

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55. Review a Schedule

     

    To review an existing schedule, click Show Schedule.

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56. The schedule will display for a predefined schedule.  

     

    Click the Schedule Shifts tab to view a custom schedule.

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