---
title: "Understanding the Scheduler Interface"
url: "https://knowledgebase.xandapay.com/en/article/understanding-the-scheduler-interface"
language: "en"
last_updated: "2025-03-07T17:59:12.865Z"
---

# Understanding the Scheduler Interface

The Scheduler module in XandaPay's Time & Attendance system is a powerful tool that allows HR and managers to efficiently plan and manage employee schedules. It follows an intuitive drag-and-drop concept, where users can assign work schedules and leaves to employees directly from predefined templates. Additionally, it offers  features for filtering, cost tracking, reporting and much more!

## **Accessing the Scheduler Module**

1.  Navigate to **Time & Attendance** on the left panel.
2.  Click on **Scheduler** to open the scheduling interface.

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## **Understanding the Scheduler Interface**

This tutorial explains the scheduler's interface and features, following the numbering system in the provided image below.

![](https://cdn-assets.productfruits.com/a2b80ff3-ac5c-4674-8d7b-53e20f43f829)

### **1\. Calendar & Date Selection**

-   Use the **calendar** to select the date range for scheduling.
-   Clicking on a date updates the schedule view to reflect that period.

### **2\. Department & Employee Filter**

-   Use the **"Show All"** dropdown to filter employees by **department**.

### **3\. Printable Version**

-   Click the **"Printable Version"** button to generate a printable format of the schedule.

### **4\. Manage Work Schedules (Drag & Drop)**

-   This section contains predefined **work schedule templates** (e.g., shift types, regular hours).
-   **Drag** a template onto an employee’s schedule to assign it.
-   Double-click an assigned schedule to **edit** its details.

### **5\. Manage Leaves (Drag & Drop)**

-   This section contains **leave templates** (e.g., vacation, sick leave, public holidays).
-   **Drag** a leave type onto an employee’s schedule to assign it.

### **6\. Project Selector**

-   Allows users to select between different projects when managing schedules.

### **7\. Role/Employee Filter**

-   This filter enables you to display only specific roles or employees.

### **8\. Schedule Filter**

-   Filters schedules based on selected criteria (e.g., specific shift types).

### **9\. View Selector (Week, Fortnight, Monthly, etc.)**

-   Choose how the schedule is displayed:
    -   **Week**
    -   **Fortnight**
    -   **Semi-Monthly**
    -   **Monthly**

### **10\. Display Options**

-   **Hide Empty Rows**: Hides employees with no assigned schedules.
-   **Show Duration**: Displays total shift durations per employee.

### **11\. Total Cost Calculation**

-   Displays the **total cost** for scheduled shifts in the selected period.
-   Visible only for users with **financial permissions**.

### **12\. Employee Schedule Grid**

-   Shows employees with assigned schedules.
-   Displays:
    -   **Total Hours** worked.
    -   **Total Cost** (if applicable).
-   Users can:
    -   **Double-click** a schedule entry to edit it.
    -   **Right-click** to access additional options like:
        -   Copy/Edit
        -   Repeat Options
        -   Manage Pay Entries
        -   Delete Current/Future Schedules.

### **13\. Scheduling Grid (Main View)**

-   Displays assigned shifts, leaves, and holidays in a structured format.
-   Color-coded entries indicate different **shift types and leave statuses**.
-   The **total cost and hours** are updated in real time based on assignments.

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## **Best Practices**

✔ **Use Templates** – Drag preconfigured work schedules and leaves for efficiency.  
✔ **Apply Filters** – Focus on specific employees, roles, or schedules.  
✔ **Monitor Costs** – Ensure accurate budget tracking with the **Total Cost** feature.  
✔ **Keep Schedules Updated** – Use **Manage Schedule** and **Manage Leaves** to modify entries.  
✔ **Print Reports** – Use the **Printable Version** option to generate reports.

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This tutorial provides a structured guide to using the **Scheduler** in **XandaPay Enterprise**, ensuring efficient workforce planning and shift management. 🚀