Creating and Managing Groups

Groups are essential for organizing your employees, which is particularly important for structuring shift bids and managing bid order, especially when using features like "Bid Ranking as a Number."

Definitions

• Grouping: A collection or set of individual groups. For example, you might have a "Schedule View Grouping" for general display purposes and a "Bid Ranking Grouping" specifically for ordering employees in shift bids.

• Groups: Lists of employees organized under a specific Grouping (e.g., within "Bid Ranking Grouping," you might have groups like "Union" and "Casual", or operational groups like "Team Leads").

Default Setup

By default, when your Hero Schedule account is configured, a Schedule View Grouping is typically created for you. This grouping is often used as the default organizational structure for displaying schedules.

Setting up New Groupings and Groups

1. Navigate to Groups:

   Go to Menu > Groups

2. Add a New Grouping (if needed):

   A "Grouping" is a container for multiple groups. You might create different Groupings for different purposes (e.g., one for general schedule views, another specifically for bid ranking).

   • Click on the dropdown selector, usually located on the top left of the Groups page.
   • Select Add Grouping.
   • Enter a descriptive Grouping Name (e.g., "Shift Bid Order 2025," "Departmental Groups").
   • Click Add.
   • Once added, select your new Grouping from the list to start adding specific groups to it.

3. Create Groups within the Selected Grouping:

   • With your desired Grouping selected, click on the + Add Group button.
   • In the provided area, enter the names for your new groups, typically one per line (e.g., "Team A," "Team B," "Admin").
   • Click Save Changes.

4. Add Employees to Groups:

   • On the left side of the screen, highlight the group name to which you want to add employees.
   • The employee list will appear on the right.
   • To filter the employee list (making it easier to find specific employees):
     • Use the group selector to show employees from other existing groups.
     • Use the search box to find employees by name.
   • To add employees:
     • Click on an employee's name in the list on the right. Repeat to select multiple employees to add to the highlighted group on the left.
     • Alternatively, after filtering the employee list, you can click the Add All button to move all currently displayed employees into the selected group on the left.
     • Employees can also be dragged and dropped into groups.
   • Click Save Changes after organizing employees into groups.

5. Set the Sort Order of Employees within a Group:

   This determines the order in which employees appear within that specific group. For "Bid Ranking" groupings, this order can be critical.

   • Click the pencil icon next to the group name whose employee sort order you wish to define.
   • Set the Employee Sorting option:
     • Automatically by Name: This will sort employees alphabetically by last name.
     • Manually: This allows you to drag and drop employees into the exact order you require them to be listed. This is often used for seniority or bid-ranking purposes.
   • Click Save Changes.

Important Note on "Group Assignments As Of" Date

• Group Assignments As Of date field is at the top on the Groups page. This date can be set to a future date if you are preparing group assignments that will take effect later.

• For shift bidding purposes, this is normally not changed frequently and can typically be left to today’s date (which is the default setting).