Scheduled Labor Sync is an exclusive integration that imports approved work schedules and forecasted labor plans from Hotel Effectiveness directly into the ProfitSword "Forecast Commits/Tentatives" dataset. This provides managers with immediate visibility into planned labor costs versus actual spend and budget.
Why Use Scheduled Labor Sync?
- Visibility: Bridges the gap between the Hotel Effectiveness Scheduler and the ProfitSword financial forecast.
- Accuracy: Automatically populates ProfitSword with 30 days of forward-looking labor data.
- Frequency: Runs once daily (sync time configured by your ProfitSword Admin).
Before You Begin (Prerequisites)
- Subscriptions: Active subscriptions to both Hotel Effectiveness and ProfitSword.
- Backend Setup: Initial activation is required by the Actabl technical team.
- Actual Labor Sync: While not strictly required, having Actual Labor Sync active significantly simplifies setup through auto-mapping logic.
Reference: Integrated Data Points
The following fields are pulled forward for the upcoming 30-day period:
| Data Point | Description |
|---|---|
| Employee ID | Unique identifier for the scheduled staff member. |
| Record Date | The future date for which the labor is scheduled. |
| Position Code & Name | The specific role assigned in the HE Scheduler. |
| Department & Category | Organizational grouping for forecast reporting. |
| Hours & Wages | Total planned time and associated labor cost. |
Solver: Administrator Setup Actions
1. Configuration in Hotel Effectiveness
To ensure data is available for the sync:
- Scheduler Usage: Managers must actively use the Hotel Effectiveness Scheduler to create, approve, and publish work schedules.
- Position Mapping: * If using TimeSync (3rd party payroll): Complete position mapping per hotel in settings.
- If using PerfectTime: No additional mapping is required.
2. Configuration in ProfitSword
The sync utilizes existing mapping logic to save time:
- Auto-Mapping: If Actual Labor Sync is already in place, no additional setup is required. The system automatically maps scheduled hours based on the Regular or REG item for the same position codes.
- Manual Mapping: If Actual Labor Sync is not used, navigate to Accounting > Labor Admin > Map Labor to define your codes.
Reference: Sync Logic & FAQs
Q: How does the system handle days without a published schedule? A: By default, the sync pulls the Approved Schedule first. If no schedule exists for a specific day (or hours are 0), the system automatically fills the blank fields with the Forecasted Labor Plan hours from Hotel Effectiveness.
Q: How do I verify the integration is working? A: Review the Import Monitor under Labor2 in ProfitSword. This view shows the interface status and record counts for future dates. Note: No data should exist in the past for this specific monitor.
Q: Where is this data located in ProfitSword reports? A: This data is imported as Commits/Tentatives (CMT/Tents). It can be viewed under the Act+Cmt/Defs+Tents dataset in your labor forecast reports.
Q: Can we pull more than 30 days of data? A: Yes. The 30-day window is the default, but it can be extended upon request. Contact support for configuration adjustments.
Q: Can we choose to import ONLY schedules or ONLY plans? A: Yes. The interface supports three specific configurations: Published Schedules only, Forecast Labor Plans only, or a combination of both.
Success Check
- Validation: Open the Scheduler in Hotel Effectiveness and expand the "Over/Under Hours" section for a position.
- Cross-Reference: Compare those totals with the Labor Forecast report in ProfitSword. The numbers should align for the upcoming 30 days.
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