Staff Scheduling

Checklist for staff scheduling:

Schedule is due on Wednesdays at 6pm. If it will come out after that, make sure that an email is sent to paidworkers@

Each Year

• Make sure all holidays are in the database for the next year.

Each Month

• Make sure all meetings from the Perpetual Meeting Calendar are added for the upcoming week.
  • Note that weekly meetings are pretty easy to maintain.
  • Note for meetings on a monthly basis (eg 2nd and 4th Tuesday). These weeks do not necessarily start on Sundays:
    • 1st week is the 1st-7th
    • 2nd week is the 8th-14th
    • 3rd week is the 15th-21st
    • 4th week is the 22nd-28th

Each Week

• Figure out the beginning and end of the new week. Weeks begin on Mondays and end on the following Sundays. Write these dates down here::
  • Start Date: ________________________.
  • End Date: ________________________.
• Review all tickets in schedule RT queue:
  • Make sure all ongoing changes have been addressed (wherever possible).
  • Make sure all vacation tickets in RT have been approved or denied, and add approved ones to the vacation list in the scheduling software.
  • Make sure all meeting tickets in RT have been added to the meeting list in the scheduling software.
• Generate a tentative schedule for the new week.
• Review the tentative schedule and run the problems report.
  • Are any problems of an ongoing nature? (Fix them on the ongoing schedule and re-generate.)
• Check for sanity by area.
  • Review Recycling schedule. Two people from 10-10:30. Two people from 1:30-2:30.
  • Review Front Desk schedule. Two people at all times.
  • Review Thrift Store schedule. Two people at all times.
  • Review Receiving schedule. Two people at until at least 2 pm.
  • Are any of these problems of an ongoing nature? (Fix them on the ongoing schedule and re-generate.)
• When everything of an ongoing nature has been fixed on the ongoing schedule, general the actual schedule.
• Delete certain non-floor shifts that have no workers (mostly admin shifts) from the new schedule -- these are shifts that are not worth filling when someone is away.
• Fill remaining empty shifts with available staff people first, before calling for substitutes.
  • This will require splitting some shifts, and some trades.
• Run the problems report again. Make sure everything is fixed.
• Double-check for sanity by area (see above list).
• Print an error-free version of the problems report for posterity
• Print a hard copy of the actual new schedule for posterity

When you must delete a floor shift

• If volunteers are involved, check with the area coordinator.
  • Maybe volunteers can still come in, but need some minimal support.
  • Maybe volunteers need to be notified that their shifts are canceled (contact Front Desk to cancel shifts).