HR representatives now have three methods by which to add events to employee schedules.  This might be required when an employee is unable to schedule their own time off, or when new employees need to be scheduled for training, meetings or other events.

Note: Scheduler must have HR permissions in order to use the methods discussed below.

Method 1: Resource Console (Best Practice)

1. Projects > Resource Console: click to open Filters tab (left side of window).
2. From the “Scheduling For” drop down menu, select Emp HR Schedule.
3. Expand the Console Settings by clicking the Plus sign.
4. From the Mode drop down menu, select Timeline.
5. From the Timeline Scale drop down menu, select desired timeline intervals based on the length of the event to be added. e. for a two and half hour meeting, select the 30 Minute scale option.  To schedule a week of paid leave, it might be better to select the Days or Weeks scale.
6. Check the “Include Outlook” box to display Outlook calendar events on the Resource Console, in addition to Q360 events.
7. To narrow employee results, filter using the Company No, Branch and Department fields.
8. Click Run button.
9. Click the Filter tab again to close it.
10. Click the EDIT button on the window.
11. Click on the employee line on the Resource Console and drag across the time period you wish to reserve. An EMP HR Schedule pop-up window will appear.  Choose an event type from the drop down list, type a reason into the Reason field, and click the SAVE button in the pop-up window.
12. Hovering over the newly created event on the Resource Console will display the event type, and Start and End times. Click SAVE icon on the main Resource Console window.  The color of the event will change to match the legend (by event type), located on the grid Extended Menu.

Note: Event reservation types are added and defined as General Codes, including event color choices.  Event types defined this way will automatically be added to the Extended Menu legend.

Note: This method replaces previous Resource Console method, “Create Employee HR Reservation.”

Method 2: Global Schedule

1. HR > Global Schedule.
2. Select a Company, Branch and Department to narrow Available Employees listed in the grid below. Select the date and time for the event you wish to add.  Select the type of event from the Type drop down menu.  As with the Resource Console method, these types are added and defined as General Codes.
3. Click on an employee name to select and click the ADD button on the Current Schedule grid. A pop-up window will appear asking you to confirm the type and date of the event.  If the information is correct, click OKAY.
4. The event and details will appear in the Current Schedule grid. Note that events added by this method will bypass manager approval and automatically be entered in APPROVED status.  This event will then appear on the employee’s Resource Console.

Note: There is no SAVE button on this window.  Clicking OKAY on the pop-up confirmation serves to save the event.  There is also no means by which to edit events once created.  If changes need to be made, the event must be deleted using the DELETE button, and re-created.

Method 3: HR Time Request

1. File > HR Time Request.
2. Select employee from drop down menu. Select the date, start and end times, and type of event in the designated fields.
3. Type a comment and click SUBMIT button. An email will be sent to the employee’s direct supervisor as defined within Q360 for approval of the event.  Depending on your system setup, HR approval may then be required as well.  The status in the Schedule grid below will update as the request moves through the approval process.  This event will only appear on the employee’s Resource Console when the approval process is complete.

Note:  This is the least efficient method of entering HR reservations for events such as training and / or meetings and should be reserved for employee use in requesting time off or HR time off overrides in the event that an employee is unable to enter a request.

Important: The above methods apply to Q360 version 22.01+.  For older versions, reference Create Employee HR Reservations.