Employee scheduling notes

Employee scheduling notes are individual comments or annotations that you can add to an employee's record within MR/OTS, ASV, and Manage Schedule. These notes are useful for documenting important information, context, or observations related to scheduling, performance tracking, or compliance. Notes created for an employee are visible across available scheduling screens, such as MR/OTS, ASV, and Manage Schedule.

When a note exists for an employee, a note indicator displays next to the employee’s name in the schedule view, similar to a shift note. This icon is only visible if the note’s effective date range overlaps with the filtered schedule dates. If there is no overlap, the icon is not visible.

You can view all notes associated with an employee by clicking Employee Scheduling Notes. The modal displays all available notes in descending order and shows the total number of notes linked to the employee. Each note includes the author's user ID, creation timestamp, and effective date range.

The note indicator and right-click menu for Employee Scheduling Notes are visible only when an employee name is shown on a row. This applies in draft mode, template mode, or during bulk version creation. When multiple employees are assigned to one row in these modes, notes are not available. To view it, you must exit template or draft-related modes, the notes displays only for rows with a single employee.
Note: Unassigned rows does not display the note indicator or provide access to Employee Scheduling Notes until an employee is assigned.

If no notes exist for the currently loaded schedule dates, the modal displays a message indicating this and provides a text area for entering a new note.

Editing a note is not possible once it is created. To update it, you must delete the existing note and add a new one. The ability to delete notes depends on the value set in the EMPLOYEE_SCHEDULING_NOTE_DELETE configuration key. If set to TRUE, users with actionable access to the delete note button can delete notes added by other users. If set to FALSE, which is the default setting, users can only delete their own notes. When a note is added or deleted, a confirmation message is displayed, and the action is logged for auditing purposes.

Notes outside the loaded schedule date range

When the effective dates of a note falls outside the loaded schedule’s date range, a confirmation pop-up displays that warns the user that the note is added outside the currently loaded schedule. You can select from these two options:
  • No, go back: cancels the action.
  • Yes, add: confirms the addition.

If you select Yes, add, the note is saved and a toast message is shown confirming that the note is added for the employee.

This confirmation is required because the note indicator does not display when the note’s effective dates do not align with the loaded schedule dates.