Administrative Support Staff - How to set up calendars and schedules for the upcoming year?

The calendar changes every year, but this is not necessarily the case for the master schedule of the establishment. To avoid starting from scratch each year, it can be helpful to build on the work from the previous year. 

Copy the calendar from the ending year, including or excluding the master schedules.

To do this, follow these steps:

1. Click on the Copy from... button in the Calendar tab.
2. A new window will open. In the Establishment field, choose the establishment from which you want to copy the calendar.
3. In the Calendar Name field, select the specific calendar you want to copy.
4. Click on Copy only the calendar to copy just the calendar, or click on Copy the calendar and the schedules to copy both the calendar and all associated schedules.

5. You will notice that the new calendar has been renamed with the same name as the old one, but with "_1" added at the end.

   

Click on the pencil icon of your new calendar to modify all the necessary fields for the upcoming year. To do this, follow these steps:

1. Adjust the calendar name to refer to the new year.
2. Also, change the dates covered by the calendar in the From and To fields.
3. If you use the Restrict the period during which employees can modify their schedules option, update the dates there as well.
4. Delete all the planning days and holidays already listed (those from the previous year).
5. Add all the planning days and holidays for the new year.
6. Ensure the calendar is set to Active.
7. Save your changes. 

Click on the Schedules tab. If you did not copy the master schedules from a calendar, you will see that there are no schedules in the Schedules tab. In that case, you can skip step 3 and proceed directly to step 4.

If you decided to copy both the calendar and the schedules, this is the step where you will need to verify the schedules before copying this calendar (and the schedules!) for all your establishments.

To do this, follow these steps:

1. Open one of the master schedules using the pencil icon.
2. Check that the schedule data is still accurate for the upcoming school year.
3. If you made changes to the schedule, save everything.
4. Close the schedule you just verified.
5. Repeat these steps for all your master schedules.
6. If necessary, delete master schedules using the trash icon (note that you can only delete schedules if no employee schedules are linked to them).

Copy the new calendar you modified for the new year to each of your establishments. To do this, follow these steps:

1. Click on the Copy from... button.
2. A new window will open. In the Establishment field, select the establishment from which you want to copy the calendar.
3. In the Calendar Name field, choose the specific calendar you want to copy.
4. Click on Copy only the calendar to copy just the calendar, or click on Copy the calendar and the schedules to copy both the calendar and all associated schedules.