(Redirected from Schedule Source Documentation)

ScheduleSource is a web-based Workforce Management System developed by ScheduleSource, Inc. It is used by the Technology Helpline and used to be used by Media Services. (Some features documented here may not be available or vary slightly depending on the department.) Media Services now uses a shift scheduler built into VirtualOffice.

Logging in

To log in, visit the following url:

ScheduleSource Login Menu

Fill out the information in the appropriate spots and click the "log on" button. Once you are logged in you will see your schedule for the next seven days.

  • Account code: gustavus
  • User Name: Gustavus ID#
  • Password: Please see a duty person for more information.

Updating personal information and password

  • Choose Setup > My Settings > Information from the left menu.
  • Then click "Change Password" in the main window. Change your password.
  • Update your personal information as well (phone numbers, etc.)

Schedule settings.jpg

Viewing and changing your availability

ScheduleSource needs to have your updated availability to make sure generated work schedules do not conflict with your course times etc.

  • Navigate to the change availability page.
  • Click on "Availability" in the left menu.

Schedule navtoavailability.jpg

Enter your availability for each day using one of the following two options:

Entering availability manually

Simply enter the times that you are available for each day. Separate each section with a semi-colon. Click save when you are finished.

Example of one day's entry: 8:00am-12:00pm;3:00pm–5:30pm;8:00pm-;

What does the above mean?

  • 8:00am–12:00pm; (this means you are available from 8 am until noon)
  • 3:00pm-5:30pm; (this means you are available from 3 pm – 5:30 pm)
  • 8:00pm-; (this means you are available after 8 pm until 12 midnight)

Leaving the entire day blank that means you are available all day!

Clearing an entire days schedule can be done by clicking "all" next to the day you want to clear.

Graphically changing availability

Click on hrs next to a day (you will need to repeat this for all days of the week). A little window will pop up over the screen.

Graphical availability management

If you want to mark yourself as available at certain times, click on and then click/drag the boxes to change their color to green. Any green box means you are available at that time. Each box represents a 15 minute period. Click off and do the same process to remove the green boxes and mark yourself as unavailable. Click clear to start over or apply when you are finished. Remember to click save!

Claiming shifts

Shifts that have not been automatically filled or were posted by other employees (on the SwapBoard) can be claimed if you are willing to work them.

Steps to find and claim a shift
  1. Click on Schedule in the left menu to expand it, then choose SwapBoard.
  2. Look at the top of the window that loads; it should have a calendar. You can switch months using the arrow buttons and menus if necessary. Any day that has available shifts will have a number listed next to it. Click on that day to view the shifts.
  3. In the lower part of the window, you will now see a list of available shifts. To try to claim one, click the word check that appears next to the shift.
  4. The Check Shift window will appear. If you can claim the shift, you will be able to click Claim Shift Now. If you'd rather not claim the shift, simply click the red X in the top right corner and your schedule will not be altered.

Posting shifts to the SwapBoard

If you are unable to work a shift, you can post shifts on the SwapBoard.

  1. Click on Schedule in the left menu to expand it, then choose either month or list depending on which view you prefer.
  2. Find the shift you want to offer to someone else, then click Swap... and click Place on SwapBoard in the popup message that appears.