Haunt Scheduler
User Guide
Welcome!
In this section, you will find all the info you need in order to navigate Haunt Scheduler as the Staff Coordinator.
This is laid out in a format that follows the bar on the side of our Haunt Scheduler site, so this guide will go in order of the Admin Navigation Bar located on the left side of your screen when you login.
Overall, Haunt Scheduler is super user-friendly and easy to use. There are directions along the way for everything once you get started and play around with it a little bit. Anything can be added or deleted, so don’t stress!
Quick Tips About Staff Clock Ins
- The computer to check in will be located in the costume room so all staff can make a physical appearance to note their presence.
- Clock-In instructions are sent to the staff and displayed in a picture frame next to the computer.
- If a staff member does not have a Haunt Scheduler account, it most likely means their paperwork isn’t done and they will not be permitted to work until that’s filled out.
Attraction Schedule
- This will pull up all dates and times we’re open as well as how many people are signed up for each night.
- PLEASE NOTE
The times listed are operational hours and do not include call times, which are listed a little further into this guide. - To add a new date:
- Click “Attraction Schedule
- Scroll to the bottom to find this
- Fill this out
- Hit “Add New Date” and you’re all set!
Attractions
- This tab will bring up all attraction and Event Staff Positions. All the positions are already sectioned off into their respective attractions.
- Rooms and Positions
- This is a breakdown of scenes and positions by attraction.
Adding Scenes and Positions
- To add a new Scene/Position, use this bar found at the top of the page.
- Type in the name of the room and click the drop down box next to it in order to assign it to the correct attraction.
- Hit “Add New Room” and your scene will be added!
Reorganizing Scenes and Positions
- Click “Reorder Your Rooms and Positions”
- Click the attraction you want to reorder your scenes in.
- This page will pop up.
- All you have to do is click and drag the scene to the location you want it in.
Adding Positions to a Scene
- Click “Rooms and Positions”
- Click the attraction with the scene you’re looking for.
- These boxes will be listed under every scene.
- Type whatever position you want to add in the “New Position” Box
- Check “Has Costume” and “Has Makeup” for all actors except Puppets. This applies to actors who have masks!
- Click “Add”
- To DELETE a scene or position, just hit the “Delete” button and confirm.
Personnel Center
Adding New People
- This form will pop up once you click “Add New Personnel”
- Make sure the First and Last Name, Phone Number, Email, Birthday, and Gender are all filled out.
- Emergency Contacts should also be added. However, if you don’t have that information, you’ll need to type “NA” in the boxes in order to proceed.
- And make sure either the staff member or you fills that contact out ASAP!
- You can add any notes you need in “Administrator Notes”
- Staff can ass their own notes in the “Personnel’s Self Note”. These are good to check while placing people in scenes/costumes/masks/makeup
- Please put a (P) next to their last name for “Performance”, (E) for “Event Staff”, and (MUA) for “Makeup Artist”
- If they have more than one position, put (for example) “MUA/E”
- The dropdown bar that says “Active” means they’re a current employee. Refer to the key next to it and proceed accordingly.
- NEVER DELETE A PROFILE! Just change their status to “Inactive” or “Restricted”
- Make sure everyone has a photo uploaded!
- If they do not upload a photo, take one when they come in for their next shift and upload it.
Adding Availability
- We will mark all staff as available for every date we’re open. They will need to call off 2 weeks in advance (or the deadline date) in order for us to go in and mark this day off on their profile.
- If a staff member is already established, you can add dates by going back to “Personnel Center”, finding the staff member, and clicking the dropdown menu by their name, pictured here:
- Click the date you want to add, then make sure to hit “Add” in order to save it.
Resend Registration Email
- Click the profile of the staff member you want to send the registration email to.
- Hit “Edit” then scroll to the bottom.
- Hit “Resend Registration Email”
Attraction Assignments
- All staff members that have signed up to work these dates will appear in the dropdown box for placement.
- To assign:
- Make sure the date in the top search bar is the date you want to be assigning for.
- Once you select the correct date, hit “Search”.
- It will not take you to the date unless you hit this button!
- The page will look like this:
- You can view all positions in order at once or click the attraction you want to work on. Either works!
- Hit “Edit”
- The screen will come up with a drop down bar.
- Click the down arrow and pick the person you want to assign.
- Hit “Save Assignment” and you’re all set!
Check In/Out
- This is the screen you’ll see.
- Instructions for turning Check In/Out On and Off are listed on this screenshot.
- The login code is not up to date on this page and is written down separately along with the login info, which are both in your possession.
Clocking In
- Leads and Makeup Artists can clock in 2.5 hours before doors open.
- Actors can clock in 2 hours before call time.
- Event Staff can clock in 1.5 to 2 hours before call time, depending on when they were told to come in.
- IMPORTANT: Performance Lead should note the times that the first and second attractions are dismissed and should report them back to the Staff Coordinator to ensure staff clock-out times are accurate.
Clocking Out
- Performance Staff needs to clock-out as soon as they come to the costume room to change.
- Event Staff needs to do their closing task before clocking out.
- On nights with meetings, all staff needs to be clocked out prior. Meetings are not mandatory.
- “Check Personnel In/Out”
- There will be an option to “Check all Out”
- Once this is hit, please make sure nobody else is able to Clock In/Out. It will clock them back in!
Editing/Adding/Deleting Time Punches
- To edit times and see time punches, click “Advanced Settings” tab on the top
- At the top, choose your dates and times to view time punches in this range of time.
- “All Personnel” will be automatically in the bar, but you can use the drop down menu to select anyone’s name.
- A full list of names for staff punched in will be displayed once the dates and times are selected.
- Their total hours worked between these dates and times will also be displayed.
- To view and/or edit them, click “Details”
- This will wake you to the specific staff member. Let’s use Chad!
- As you can see, it gives a further breakdown of days and hours worked.
- You can either add, edit, or delete these time punches if needed.
- Just click the button that pertains to what you want to do and follow the simple instructions to edit, add, or delete.
- IMPORTANT
- Staff members are made aware that it is completely, totally, 100% their responsibility to keep an accurate record of their time punches. This includes clocking in and out on time.
- If a staff member clocks in late, that is the time they will start getting paid.
- If a staff member forgets to clock out, they will be manually clocked out at the time doors close, not the time they were dismissed. Similarly, if they clock out way past the time they were dismissed, their time will be adjusted to best reflect their actual release time.
- If a staff member leaves early, make sure they clock out or clock out for them at the time they leave.
- If a staff member does not clock in at all, they will not be paid for their time.
- Clock-In times will be adjusted if need be to reflect the call time, unless that staff member was asked to come in early. In the event they are asked to come in early, just make a note so we don’t adjust their times during payroll!
- Staff members are made aware that it is completely, totally, 100% their responsibility to keep an accurate record of their time punches. This includes clocking in and out on time.
Other Features
- You don’t need to worry about Account and Settings, Admin Users, Reports, or Resets