HospiEdgeRestaurant operating system
Schedule User Guide

How To Use HospiEdge Schedule Week-To-Week

This guide follows the real weekly rhythm: set up locations and team records once, then build, publish, run shifts, capture time, review payroll and tax context, read finalized POS Server Checkout context when connected, and keep people ops connected in order.

  • Manager flow: start with setup, then move through weekly build, publishing, timekeeping review, payroll review, finalized POS Server Checkout context where connected, tax/liability follow-through, and people-ops routines.
  • Team flow: requests, availability, acknowledgements, personal clock use, and shift visibility are covered in their own runbooks.
  • Best fit: start here when the team already understands the Schedule scope and now needs workflow depth before comparing pricing, launch timing, or direct follow-up.
Review Schedule app page See plans and pricing Plan rollout Compare apps

Review Schedule in this order

Keep the first decision on setup, weekly build, clean time capture, and payroll closeout before opening live Schedule, the pricing page, or rollout planning.

1) Confirm setup and ownership first

Check locations, roles, people records, pay settings, punch readiness, and policy modes first so the live week is built on the same staffing and payroll truth.

2) Follow the weekly build-to-closeout order

Move through draft build, conflict review, publish, midweek adjustments, timekeeping cleanup, and payroll review in sequence so managers do not jump from draft creation straight into labor or tax review.

3) Choose the next step when the job changes

Once workflow fit is clear, move to the live app, pricing review, or rollout planning based on whether the next question is launch timing, buying scope, or direct follow-up.

Weekly order

The guide follows the real schedule cycle so setup, weekly build, team actions, and payroll closeout stay connected.

Setup stays first

People, pay, policy, and punch readiness come first because draft quality and payroll accuracy both depend on the same staffing data.

Manager and team flows stay separate

Manager playbooks and team runbooks are split so ownership stays clear and staff do not have to read admin steps before they find their own daily actions.

Technical proof stays last

Support notes stay at the bottom so operators can stay in the weekly workflow first, with rollout and technical review available only when that becomes the next question.

Who should open what first

This quick launch map shows where owners, managers, and team members start in the Schedule week.

Owner or GM

Start with setup, policy readiness, and the weekly build-to-closeout playbook so staffing truth, labor review, payroll exports, and people follow-through all stay connected.

Schedule managers

Move into the manager playbook and screen-by-screen runbooks once setup is stable so weekly draft, publish, timekeeping, swaps, alerts, and closeout work stay in the right order.

Team members

Jump to the team runbooks only after the publish flow is clear so requests, acknowledgements, time-clock use, and pickup behavior match the live manager process.

Before You Schedule

Complete this checklist once so weekly scheduling, approvals, compliance, and labor reports work end-to-end.

1) Account + Location Access

  1. Manager creates or joins account through Registration or invite.
  2. Confirm active location and role in Locations and Settings.
  3. If multi-location, switch and verify each location has its own team and role setup.

2) Team, Role, and People-Ops Foundation

  1. Create roles in Roles (Server, Bartender, Line, Host, etc.).
  2. Invite staff from Team, confirm manager/team permissions, and verify HR records are complete.
  3. Approve role assignments so Auto-Schedule, pickup eligibility, onboarding, punch-number setup, and payroll setup all reference the same people records.

3) Availability + Targets

  1. Have each team member set recurring availability in Availability.
  2. Add one-off overrides (vacation, exceptions) to prevent false coverage assumptions.
  3. Set demand windows and minimum staffing in Staffing targets.

4) Labor, Pay, Punch, and Alert Readiness

  1. Set hourly rates in Pay rates so labor and payroll calculations are accurate.
  2. Assign punch numbers and verify personal/shared time-clock readiness before the first live week.
  3. Configure policy modes (warn/block) in Rules, validate on Compliance, then post communication in Announcements and run the first alert scan in Notifications.

Manager Weekly Build-To-Payroll Playbook

Run this sequence every week to keep schedule quality, time capture, payroll review, and people follow-through aligned before the week closes and the next publish cycle starts.

Phase Where To Go What To Do Done When
1) Week Prep Schedule board, Staffing targets Set target week, review prior publish versions, confirm staffing targets and role coverage priorities. Coverage expectations are clear before creating drafts.
2) Draft Build Auto-schedule, Schedule board Generate draft shifts (role groups, pars, days, stagger), then edit manually and drag/drop where needed. Draft contains the full week with minimal open shifts.
3) Conflict Pass Schedule board, Rules, Compliance Resolve time-off overlaps, availability conflicts, and policy blocks before publishing. No unresolved issues remain for publish target roles.
4) Publish + Snapshot Schedule board (Publish by role / all roles) Publish schedule, verify version snapshot was created, and keep rollback option available. Team sees published shifts and managers can roll back if needed.
5) Midweek Operations Time off, Trade board, Callouts Process time-off, trades, pickups, and callouts fast to protect coverage quality during service days. Requests are actioned and open shifts are reassigned or escalated.
6) Clock + Accuracy Time clock, Timesheets Ensure personal or shared clock-in/out discipline, correct exceptions, and tag manager edits with notes. Actual hours are clean enough for payroll, labor variance, and end-of-period approvals.
7) Cost + Closeout Labor actuals, Labor forecast, Payroll, Tips context, POS integration Review scheduled vs actual, labor %, overtime, payroll gross, finalized POS Server Checkout tip context, liabilities, and exported payroll files before close. Financial week is reconciled, payroll/tax context is ready, and next week planning inputs are ready.

Manager Screen-By-Screen Runbooks

These operating runbooks keep each manager area tied to the weekly schedule rhythm.

1) Master Schedule Board

Schedule board

  1. Set week, role filter, and optional staff view/search.
  2. Add/edit shifts with date, start/end, break, staff, role, status.
  3. Use controls: Publish, Unpublish, Copy Prev Week, Clear Drafts.
  4. Open Version History and rollback if a publish action needs reversal.

2) Auto-Schedule Draft Generation

Auto-schedule

  1. Select target Monday and enable/disable auto-assign.
  2. Add role groups with role, par count, start time, stagger, duration, and active weekdays.
  3. Generate draft shifts, then return to schedule board for manual refinement.
  4. If auto-assign leaves openings, fill with trade board or manual assignments.

3) Staffing Target Windows

Staffing targets

  1. Create day/time windows with minimum staff counts and optional role label.
  2. Use role-specific targets for high-risk stations (bar, line, host, expo).
  3. Delete stale targets when seasonal traffic changes.
  4. Recheck board coverage after updates to close under-staffed windows.

4) Team + Role Governance

Team, Roles

  1. Invite staff, fix pending account setups, and confirm system role (team/manager).
  2. Approve pending role requests and keep role assignments clean.
  3. Use roles page to maintain active role catalog and color coding.
  4. Review the team roster before each schedule cycle to validate staffing readiness.

5) Time-Off Decisioning

Time off

  1. Review pending requests by requester level (team or manager).
  2. Approve or deny with secure manager actions and immediate status update.
  3. Have team cancel stale requests still marked pending.
  4. After approvals, re-run schedule conflict check to catch new gaps.

6) Trades, Pickups, and Callouts

Trade board, Callouts

  1. Monitor trade board for pending, approved, denied, and cancelled requests.
  2. Resolve open shift coverage from callout candidates with eligibility checks.
  3. Assign available candidate directly from callout modal when eligible.
  4. Audit recurring callout patterns and adjust next week staffing depth.

7) Rules + Compliance

Rules, Compliance

  1. Set policy modes for hours, rest, overtime, and schedule-rule enforcement.
  2. Run compliance scan for current week and review violations by policy key.
  3. Use punch exception panel to catch missing or irregular time entries.
  4. Treat block violations as publish issues unless leadership approves exception.

8) Quality + Alerts

Quality scan, Notifications

  1. Run quality scan for selected week and save score trend.
  2. Use reason breakdown (time off, unavailable, overlap, rules) to prioritize fixes.
  3. Run notification scan to generate alerts from pending workflows and conflicts.
  4. Mark alerts read after action, and adjust email toggles in Notification preferences.

9) Labor, Timesheet, Payroll Operations

Labor actuals, Timesheets, Payroll

  1. Run labor report by date range for scheduled vs actual hours and labor cost deltas.
  2. Fix missing/incorrect punches in timesheet modal (add/edit/delete with notes).
  3. Generate payroll view with regular, overtime, gross, and adjustment-ready calculations.
  4. Review checks, statements, worksheet/export files, recurring items, and off-cycle adjustments before period approval.
  5. Export payroll files only after totals, overtime thresholds, finalized POS Server Checkout tip context, unresolved timekeeping items, liabilities, and statement/check outputs are verified.

10) Forecast, POS Context, HR, and Integrations

Labor forecast, Pay rates, Tips context, HR, POS integration

  1. Use forecast to compare last week, current week, and next three weeks labor posture.
  2. Update pay rates so cost, payroll, and forecast math remain valid.
  3. Review finalized Server Checkout tip context and any approved distribution records, then validate history by date range before payroll export.
  4. Maintain HR profiles, onboarding, invites, role approvals, punch-number setup, and pay rates; run Aloha imports/mapping for sales-labor context and payroll/POS bridge review.

Team Member Runbooks

These steps show how staff handle personal scheduling work day to day.

1) My Work Home

My work home

  1. Open current week and review published personal shifts.
  2. Request additional role access if needed (role request button).
  3. Open shift actions: Trade or Call Out from each shift card.
  4. Browse available pickups and submit pickup request when eligible.

2) Availability + One-Off Overrides

Availability

  1. Set recurring day-by-day availability (available/unavailable + start/end times).
  2. Save each day card after edits.
  3. Create overrides for specific dates (one-time unavailable or one-time available window).
  4. Remove overrides when plans change to avoid unnecessary staffing conflicts.

3) Trades + Pickups

Trade board

  1. Submit trade request from My Work shift card with optional note.
  2. Track request status on the Trade Board until a manager approves, denies, or cancels the request.
  3. Accept eligible trade opportunities when posted.
  4. Cancel stale pending trade requests that are no longer needed.

4) Time-Off Requests

Time off

  1. Create request with date/time range and reason.
  2. Leave times blank for all-day requests.
  3. Track history and final decision status in My History panel.
  4. Cancel request while still pending if plans change.

5) Clock In/Out + My Time Entries

Time clock, Timesheets

  1. Clock in at shift start using the personal time clock or assigned shared terminal flow.
  2. Clock out immediately at shift end to avoid inflated actual hours.
  3. Check My Entries for missing out-punches or timing issues.
  4. Contact manager for corrections when entry needs edit.

6) Alerts + Announcements

Notifications, Announcements

  1. Check alerts daily for new schedule actions, requests, and conflicts.
  2. Mark read after action is completed.
  3. Review active announcements for policy and shift updates.
  4. Set email alert preferences in Notification preferences.

Weekly + Monthly Operating Routines

These routines keep schedule quality, labor, timekeeping, payroll, and team performance stable.

Weekly Manager Routine

  • Monday: build drafts + clear issues before first publish.
  • Midweek: process time-off/trades/callouts twice daily.
  • Friday: run compliance + quality scan before next publish action.
  • Sunday: lock timesheet exceptions before payroll review, check-run preparation, and liability reconciliation.

Finance + Labor Routine

  • Update pay rates immediately when wage changes happen.
  • Compare scheduled vs actual hours and investigate repeat variances.
  • Track labor % and open shift hours in forecast panel.
  • Close payroll export only after overtime, finalized Server Checkout tip context, liabilities, unresolved timekeeping items, and adjustment rows look correct.

System Health Routine

  • Review role assignments and inactive users monthly.
  • Audit notification preferences and announcement cadence.
  • Verify POS imports are current and not stalled.
  • Review API keys, webhooks, and location access/security state in multi-unit setups.

Choose the next destination by the next scheduling question

Keep the workflow focused on schedule build, timekeeping review, payroll closeout, and people follow-through, then move to pricing or rollout when those questions come next.

Need the shorter buyer summary?

The Schedule product page gives a shorter buyer overview before the full workflow manual.

Back to Schedule Page

Need the broader platform flow?

The integrated platform guide explains how Scheduling connects with POS closeout, labor records, operations follow-through, and the wider platform.

Open platform flow guide

Need buying guides or templates?

The Resources hub provides labor explainers, scheduling buyer context, hiring guides, and playbook templates when the next step is still educational.

Open Resources hub

Need Reader or Training instead?

Move to Reader or Training when the next question is training cadence, standards reinforcement, onboarding support, or leadership reading instead of scheduling screens and payroll flow.

Open Reader Open Training

Need implementation context?

Engineering is the right destination when the next question becomes architecture, implementation detail, or rollout constraints. Pricing review and rollout conversations work best after workflow fit is clear.

Review engineering

Implementation support

The operator guide above stays focused on labor planning, timekeeping, payroll review, and team workflows. For deeper architecture, rollout, or integration questions, use Engineering or direct implementation follow-up without making the operator manual harder to read.