The Latest eSchedule Enhancements

Shift Notes — Now Active in Your Account

If you’re not adding “shift notes” to your schedule, you’re missing out! We recently added this enhancement to all eSchedule accounts.

Shift notes allow you to add a text-based note on the schedule for any shift. They are visible in the Weekly Spreadsheet and Monthly schedule views. The text appears directly under the employee’s name and is visible to anyone looking at the schedule.

For more information on shift notes, check out this video:

First Arriving

We’ve been working with the team at First Arriving to integrate scheduled shifts within eSchedule directly into the dashboard. If your department uses First Arriving, please contact us. Click here to learn more about First Arriving and the features they offer.

Latest Updates

  • Missed Shift Report – new look & feel / visual updates
  • On-Shift Report – new look & feel / visual updates
  • Time Clock User Defined Fields — This is a significant enhancement that allows you to track custom fields within the Time Clock Module. These will be new columns on your employee’s time card. For example: stipend, mileage, bonus, # calls, etc. To learn more, please contact our Support Team.
  • Holidays — Added an “all day” option.

New Employee — Alec Dulan

Please join us in welcoming Alec Dulan to the eSchedule family! Alec is a developer (and a NYS paramedic) and will be working to further enhance the features within the software. Fun fact: Alec delivered a baby on a recent call! Congrats and welcome to eSchedule.

Feature Updates: Fall 2018

Forms Manager Security Option Updates

We’ve made some exciting changes to our Forms Manager Module. We can now limit who can view/edit/delete form entries. For example, employees can only see form entries they’ve completed but Administrators can see all entries. We have several new options available.

To Update Your Account: Contact or 585-419-6288 x2

Cost: No charge

Not currently taking advantage of our online forms solution? Give us a shout to learn more!

Availability Submission Update — Custom Time Range

Want to hide the custom range option on the availability submission screen? No problem! We’ve added this as a configuration option.

To Activate: Contact or 585-419-6288 x2

Cost: No charge

Other Miscellaneous Updates & Fixes

— Updated the monthly schedule views. This fixes display issues on Safari as well as a visual issue for the weekdays header on Internet Explorer.

  • Users may now export shift notes.

AUTOSCHEDULER FIX – Updated AutoScheduler so that users cannot accidentally submit the form multiple times.

VEHICLE MAINTENANCE FIX – Fixed an error in the Mileage Log. Previously if a user selected a vehicle to filter the list, it would cause an error.

SHIFT SWAP REQUEST FIX – Fixed an issue whereby when submitting a swap request, the receiver’s shift didn’t display the shift name properly.

eSchedule Upgrades – Summer 2018

eSchedule Message System Update

Many of you are already taking full advantage of the eSchedule Message System. This great feature allows you to send messages to individuals or groups of people right within the software. One major benefit to this is your ability to see and track who read/acknowledged a message (including a date & time stamp!).

** This feature has be turned on for all eSchedule customers. **

For More Information or Help: Video | or 585-419-6288 x2

Cost: No charge


For Time Clock customers who pay employees a stipend, we have the ability to add a column to the time card which will display a stipend amount. This data will also be exported in the Payroll Report.

To Activate: Contact or 585-419-6288 x2

Cost: No charge

Set User Timeout Period

eSchedule’s default “timeout period” is set to 20 minutes. This means that after 20 minutes of inactivity, you will be automatically logged out. This feature works well for most users, but might cause issues for “power users”.  Therefore, we’ve added a new feature that allows administrators full control over the timeout period on a per-employee basis. You may now increase or decrease the timeout period for any employee.

To Activate: Contact or 585-419-6288 x2

Cost: No charge

Member Report Updates

Updated filter options including:Ability to view certifications (display certifications will hide / show them on the draggable list. They will be marked with a “* ” symbol to help differentiate them from regular user data).
‘Division’ will show on the list if enabled.
Default sort order is now Last Name, First Name, Middle Initial.
Select All / Deselect all is now one button
To view this report, go to ADMINISTRATION > MEMBER REPORT.

To Activate: Currently active in all eSchedule accounts

Cost: No charge


Did you know? Within our Certification Module, you can scan in and upload digital copies of an employees’ certification card. Within the employee profile, scroll down to “CERTIFICATIONS”. Click the “Upload” button. Further instructions are available on the screen.

AutoScheduler — Schedule by Seniority

We’ve added a new option to our AutoScheduler. Currently we select a member by least # hours scheduled in the work week followed by seniority.  We now have an option that selects the member based on seniority, then hours scheduled.  Our Support Team can help you set this up. If you’d like to modify the logic for your account or would like to activate the AutoScheduler feature, please let us know.

To Activate: Contact or 585-419-6288 x2.

Cost: No charge

eSchedule Upgrades – Spring 2018

Manage Exceptions While Viewing Time Cards

We’re excited to offer a new way to view and manage exceptions within our Time Clock Module.

You can now view pending exceptions right on the time card itself. Exceptions are shown in pink. To approve, click the checkbox in the appropriate row and click APPROVE at the bottom.

Calendar Sync Fix

There was an issue with employees outside the Eastern time zone attempting to sync shifts with their personal calendar. This has been fixed.

NOTE: For those that had issues prior to the fix being installed, you will need to remove the old iCal URL and replace it with a new one.

Supervisor Approval of Time Card

Supervisors can now review and approve time cards. Once the pay period closes, a supervisor can review each time card and electronically sign/approve.

Custom Class Types for CME Module

Within our CME Module (continuing medical education), the “CLASS TYPES” can now be customized.

Mandatory Rest Period

eSchedule now has the ability to enforce a mandatory rest period within the Time Clock Module.

For example:
Employees must have 8 hours off between shifts
Employees may not work more than 16 hours in a 24 hour period
This can be configured according to your agency policy.

Swap Report — # Hours Displayed

On the Swap Report, the # of hours being swapped is now displayed. This is live for all eSchedule accounts.

Punch Report — Filter by Department

For customers who have “Departments” setup, you can now view/filter the Punch Report by department.

Time Clock Exception Report — Filtering

Once you filter the Time Clock Exception Report, eSchedule will now remember your most recently used filter when leaving the report and returning.

New Access Level — Restricted Time Clock Administrator

We’ve added an additional level of access to the user profile called “Restricted Time Clock Administrator”. When checked, this allows someone to manage the time clock / time cards but prevents them from making changes to their own time card.

Events Calendar Gets a Fresh New Look

A brand new refreshed look to the Events Calendar is now live in all eSchedule accounts.

Here’s the Latest & Greatest from eSchedule!

Howdy, eSchedulers! Happy Spring. We wanted to take a quick moment to fill you in on the latest enhancements and upgrades we’ve made.

Lock Out Time Card Edits

We recently added the ability to lock out time card edits after a certain date & time. Time Clock Administrators can set a “lock date and time” which will prevent any changes after that time including:

  • Time card edits/additions
  • Clock ins/outs
  • PTO requests
  • Exception handling

If you’re interested in learning more about this feature, please contact us.

Sync Shifts With Your Personal Calendar Software or Phone

Now you can have all your shifts in eSchedule sync up to your personal calendar software. This includes Google Calendar iOS/Apple Calendar and Outlook. Shifts are updated in third party calendars on an ongoing basis. It may take up to 2 hours for an additional shift (or shift removal) to sync and update in your calendar.

This feature is now live for all users of eSchedule. Setup instructions:

  • Login to your eSchedule account.
  • Navigate to  SCHEDULE > MY SCHEDULE.
  • Click the red calendar icon in the middle of the screen.
  • Choose your calendar type.
  • Follow the instructions on the screen.

Misc. Time Clock Module Updates

#1 – Time Card Navigation Improvements
Now, when navigating through time cards, the most recently viewed employee and/or time period is saved when logged in. When you return to a prior screen, it will take you back to the last employee or time period you were looking at. This is now live in all eSchedule accounts.

#2 – Multi-Punch Clock In/Out
Added the ability to SELECT ALL or DESELECT ALL. This is now live in all eSchedule accounts.

#3 – Add “Shift Time” column to Time Card
You can now add the “shift time” to the time card screen. If you’d like to turn this feature on, please e-mail or reply to this e-mail.

#4 – Filter Time Cards by Department
For those customers who use “Departments”, you may now filter the viewing of time cards by department. If you’d like to turn this feature on, please e-mail or reply to this e-mail.

#5 – Administrative Clock In/Out – Add Time
For customers using the Administrative Clock In/Out feature, you can now enter the number of hours and eSchedule will adjust the shift times accordingly. This is now live in all eSchedule accounts.

Your Schedule, Your Way

Don’t forget — all eSchedule users can select schedule view preferences that meet their needs. Want to hide shift times? Don’t want to see shift recurrence icons? The choice is yours!

To configure: on the schedule view page, click the pencil icon (next to “FILTER)”. Update your preferences. Click SAVE.