Lesson #3 Create your Housekeeping Weekly Schedule

Learn how to schedule your housekeeping team members in Optii

Managing Your Team's Schedule with Optii: A Step-by-Step Guide

Managing team schedules can be time-consuming. Optii simplifies this process, allowing you to quickly create and publish schedules for your team. This article provides a step-by-step guide on how to use Optii's scheduling feature.

Creating your first housekeeping weekly schedule

1. Accessing the Schedule Tab:

• Log in to your Optii account.
• Click on the "Schedule" tab. You'll see a message like "It's a new week!"

2. Selecting the Week:

• Confirm the dates displayed in the calendar box are correct.
• Use the ">" arrow to navigate to the following week if needed.
• In the Schedule tab, select the department you're scheduling.
  • Note: Your role must have access to the department to create its schedule.
    
    

3.  Selecting the Department and Adding Team Members:

• Click "Add Team Members."
• Select the team members you want to include in the schedule. They will appear in the roster. To add your team members to the schedule click on the box next to their names.
• Click the blue "Save Team Members" box at the bottom of the screen. This opens a schedule template where you can add shifts and hours.

4. Understanding Schedule Status (Draft vs. Published):

• The initial schedule version is a "Draft," indicated by a purple label.
• After adding working times and publishing, the label turns green and reads "Published."
• You can toggle between "Published" and "Draft" views to make edits.

Draft Version

Published Version

6. Adding Shifts:

• To add daily shifts, click the grey circle with a plus sign (+).
• A pop-up box will appear, allowing you to choose the shift's start and end times in 15-minute increments.
• Select the desired times and click the blue "Save" button.

7. Adding Shifts to Multiple Days/Team Members:

• Multi-Select for Days: Highlight the days a team member is scheduled to work, right-click, and select "Add Schedule." Choose the shift times and click "Save."
• Multi-Select for Team Members: Use this option to schedule multiple team members simultaneously or to edit existing schedules for multiple team members.

8. Monitoring Hours and Overtime:

• The "Hours" button next to each team member's name displays their total scheduled hours.
• The button turns red if a team member is scheduled for overtime (more than their regular working hours).
• The "Total Hours" are also displayed on the right side of the schedule for each role. Optii will also visually signal (likely with red highlighting) when a user has been scheduled for more than 40 hours in a week.

9. Publishing the Schedule:

• Once you're satisfied with the schedule, click "Publish Schedule."
• A confirmation notification will appear at the bottom of the screen.

10. Notifications for Team Members:

• After publishing, team members with mobile numbers saved in their profiles will receive a text message notification with a link to view their schedule.

🚀 Congratulations on completing this lesson! You've taken another step on your learning journey.  We hope you found the material engaging and informative.  Keep up the great work, and we look forward to seeing you in the next lesson!