Managing staff schedules effectively is key to ensuring smooth operations and workforce efficiency. The Staff Schedule Report gives a detailed breakdown of scheduled shifts, actual attendance, and applied breaks, allowing administrators to review, optimize, and make informed decisions about staffing needs.

With this report, you can track attendance patterns, identify discrepancies, and improve scheduling accuracy—all in just a few clicks! Let’s explore how to download and interpret staff schedule reports for better workforce management

The Staff Schedule Report is exclusively available on the portal and cannot be accessed via the mobile app.

There are two ways to download the Staff Schedule Report:

1️⃣ From the Report Center
2️⃣ From the Staff Schedule Tool

Before downloading the report, navigate to the Tools Section:

1️⃣ Scroll to the Reporting Section
2️⃣ Select "Report Center"

3️⃣ Under "Attendance & Scheduling", choose "Staff Members’ Attendance"
4️⃣ Choose the time period you want to generate the report for. Select either all staff or a specific group based on your needs.

For more details about setting up download options, customizing report details, and understanding the data, refer to this section:

🔗 Download Option 2: Staff Schedules – Detailed and Summary Reports

Use: The report provides customizable details to download schedules and actual attendance separately or in a comparison format for better analysis.

1️⃣ Under the Tools Section, navigate to "Schedule & Attendance".
2️⃣ Select "Staff Attendance Tool" to access detailed scheduling data.

3️⃣ At the top of the page, you'll find two tabs: "Schedule" and "Report" → Click on "Report" to proceed.

In this guide, we will focus on downloading the report from the Staff Schedule Tool, as it:
✅ Provides additional customization options
✅ Allows you to preview data before downloading
✅ Generates tailored results for better analysis

This method offers greater flexibility and more detailed insights, making it the preferred choice for scheduling analysis

The Staff Schedule Report Tool is designed to help you manage and analyze your team’s schedules with ease. This article will guide you through the customization options and available filters, with practical examples and tips to help you use the tool effectively.

The customization options available in the tool let you adjust the report based on your preferred time period, grouping, and filters. Let’s explore them in detail.

The Date Picker lets you define the time range you want to analyze. You have two options for setting the period:

Example: Let’s say you want to see your team’s schedule for the current month. Instead of manually selecting each date, just choose the “Current Month” option for an instant overview of staff availability.

You can customize how the schedule data is displayed using two grouping options:

Example: If you’re preparing for a staff meeting and need to review each employee's schedule, you might prefer grouping by staff. On the other hand, if you’re managing daily operations and need a quick glance at the schedule per day, group by date would be more useful.

Filters are powerful tools that allow you to refine the report based on specific conditions. You can use these filters individually or in combination to get exactly the data you need.

There are four key filters available to show specific data:

Pro Tip: If you need to monitor absences or disruptions in your daily schedule, combining the “Staff Were Sick” filter with the “Child Was Sick” filter can provide a more complete picture of what’s going on.

To further narrow down your report, there are additional filters under the “Staff” section, located at the top right of the screen.

The Staff Status filter allows you to choose between viewing schedules for:

Example: If you’re only interested in seeing the schedule of staff who are available for work, you can choose Active Staff. On the other hand, if you're analyzing historical data and want to include those who are no longer employed, you can select Inactive Staff.

By utilizing these powerful customization options and filters, you can create reports that are laser-focused on what you need. Whether you’re tracking attendance, managing sick days, or reviewing vacation schedules, the ability to filter and group data in various ways makes the tool flexible and efficient.

Once you've generated a Staff Schedule Report, it's important to know how to interpret the information provided in the report. The report displays critical data on scheduled hours, attendance, and any variations, along with the status of staff across different categories. Here's a detailed guide on how to read and use the report effectively.

At the top of the Schedule Report, you’ll see three key metrics that help you understand the staffing situation:

The way data is displayed depends on how you’ve grouped the report. You have two main grouping options: group by date and group by staff.

When you choose to group by date, the schedule data will be compressed by individual days. As you expand each day, you’ll see the individual staff records for that specific day. The expanded view will show their attendance status and other key details, such as if they were sick or not.

When you choose to group by staff, the report displays individual staff members by name. Expanding each staff member’s entry will show you the detailed records for each day they worked and any impacts on their schedule, such as sickness or vacation days.

When you choose "None" as your grouping option, the data is broken down by both day and staff member, giving you a combined view. This means:

Using the None option allows you to access detailed information without focusing exclusively on either staff or dates. It provides a full picture of your team’s schedule across both dimensions, making it easier to track staff availability and shifts on any given day.

Next to each date or staff name group, you will find a visual representation of the total occurrences of the following statuses for that particular staff member or day:

Example: For Staff A, you might see:

This visual display makes it easy to see at a glance how many occurrences of each status are impacting your staff’s schedules.

At the top of the board, you’ll find an Expand/Collapse button. This button allows you to quickly expand or collapse all the detailed records in the report.

Tip: Use the Expand/Collapse button when you need to quickly get an overview of all staff records or dates without manually expanding each one.

Each record in the Schedule Report is broken down into several important categories to help you compare scheduled hours with actual attendance. Here's a closer look at what each category means and how to use it effectively.

The Scheduled section shows the planned details for the staff member's shift. It includes:

Example: Let’s say Staff A is scheduled to work from 9:00 AM to 5:00 PM with a 1-hour lunch break. The breakdown would look like:

This section helps you track what the schedule was for the staff member, providing a clear view of their expected working hours.

The Actual Attendance section compares the staff member’s actual clock-in and clock-out times with the schedule. It shows:

Example: If Staff A actually checked in at 9:15 AM and checked out at 5:00 PM, with a 30-minute lunch break, the details might look like:

This section helps you compare the actual attendance to the scheduled hours to see if the staff member adhered to their scheduled hours or if there were any deviations (like being late or leaving early).

The Variance category shows the difference between the scheduled hours and the actual hours worked. It helps you identify discrepancies such as lateness, early departures, or extra hours worked.

Example: Continuing from the previous examples:

If Staff A was supposed to work 7 hours but only worked 6 hours and 30 minutes, the variance would be -30 minutes, indicating a shortfall in hours worked.

At the top right corner of the Schedule Report, you’ll find an option labeled "Include Break". This toggle gives you the flexibility to choose whether or not to include break time in the total actual working hours for each staff member. Let’s break down what this option does and how it affects your report.

This option allows you to control whether or not break times should be factored into the total hours worked by staff members.

Staff A is scheduled to work from 9:00 AM to 5:00 PM, with a 1-hour lunch break.

Actual Attendance:

Now, depending on whether the "Include Break" option is ON or OFF, the calculation for the actual working hours will differ:

If the "Include Break" option is ON, the total actual attendance hours will include the break time because the break is taken during the total attendance time.

If the "Include Break" option is OFF, the break time will be excluded from the total actual working hours.

The "Include Break" option plays a key role in how the total working hours are calculated and can significantly impact payroll and attendance tracking. Let’s explore how this setting is important in different contexts.

When the "Include Break" option is turned ON, break time is counted as part of the total time the employee spent at the workplace. This is useful for scenarios where:

Example: If a staff member is scheduled for 8 hours, including a 30-minute paid lunch break, and their actual working hours are 8 hours and 30 minutes, the system would show the full 8.5 hours worked (including the break), ensuring that the employee is paid for the break time.

When the "Include Break" option is turned OFF, only the actual working hours are recorded, meaning break time is excluded from the total hours worked. This is essential in cases where:

Example: If a staff member is scheduled for 8 hours but takes a 30-minute unpaid lunch break, and their actual attendance is 7 hours and 30 minutes, turning off the break inclusion ensures that only 7.5 hours are counted as worked time for payroll.

The Staff Attendance Tool offers two main download options for the customized data you’ve set up. These options allow you to export the information in formats that best suit your needs, whether you're reviewing the overall summary or focusing on individual staff schedules.

Here’s how to use the download options and what data is included in each:

To download the customized data, follow these steps:

Before exporting, you’ll need to select the date range for which you want to generate the report. This allows you to filter the data to focus only on the specific period you are interested in, whether it's for the past month, quarter, or any custom date range.

You can select from three different formats for your export:

After selecting the date range and export format, click the Export button to generate the report.

The Staff Summary download option provides a high-level overview of the attendance data for each impacted staff member. It consolidates the most important attendance details in one report.

Here’s an example of how the Staff Summary report looks:

The Staff Schedules download option provides a detailed breakdown of staff attendance data on a per-day basis, including the scheduled and actual times, break times, and any discrepancies. This report allows for a more granular view of attendance, which can be useful for tracking daily performance and discrepancies.

Here’s how to use the Staff Schedules download option, what information is included, and how it can be customized.

First, select the date range for the report. This will filter the data to show only the attendance information for that specific period.

You can choose which staff members’ data you want to include in the report:

You have the option to select or disable the following categories in the report: The targeted data categories allow you to customize the report based on your needs. You can choose from the following options:

The Daily Breakdown view provides the most detailed data and shows the attendance information per day for each selected staff member. It provides a breakdown of activities such as check-ins, check-outs, and any discrepancies.

The Daily Summary provides a high-level overview of attendance for all selected staff members for a given day. This does not break down by individual staff statuses but gives a consolidated summary of the day's attendance data and statuses.

If you want a summary for a specific staff member, the best way to do it is by downloading the Daily Summary Report for that individual.

Why This Works: The Daily Summary Report offers a consolidated view of a staff member’s attendance for each day. By downloading it for a single staff member, you'll get a focused summary of their scheduled and actual attendance data, without the extra information from other staff members.

Example: If you're tracking Mr. Giggles attendance over the past two weeks, download the Daily Summary Report for him alone. This will show his attendance data for each day (e.g., total scheduled hours, actual worked hours, breaks, sick days, etc.), as well as the totals for the selected time period, without any data from other staff members.

Once you’ve customized the report to your preferences, choose the desired format for your download:

Note: This information is only selectable when you are downloading the detailed report for Staff Schedules , not the summarized report.

After selecting your format, click the Export button to download the report. If the data is large, the report will be emailed to the email address associated with your account, with a link to download the file.

Take your staff scheduling and time management to the next level with these must-read resources! Whether you're looking to streamline schedules, reduce conflicts, or optimize staff hours, these guides will help you master workforce planning like a pro.

🔹 📅 Staff Schedule: A Guide to Streamline Your Workforce – Unlock expert strategies to optimize staff scheduling, minimize conflicts, and ensure every shift is covered efficiently. Learn how to boost productivity while maintaining a well-balanced team.

🔹 ⏳ Working Hours: Tracking and Managing Staff Working Hours – Dive into effective time tracking! Understand how to monitor working hours, manage overtime, and ensure accurate payroll calculations, keeping your workforce aligned with business goals.

💡 Empower your team, reduce scheduling headaches, and create a seamless workforce management experience! ✅📊