ACPs for Scheduler functionality

Function access profiles define the functions that employees or managers can access and the actions that they can do with these functions.

Pre-configured Function Access Profiles include profiles for Payroll Manager, Scheduling Manager, Salaried Employees.

  1. Select Administration > Application Setup > Access Profiles > Function Access Profiles.
  2. Click New or select a profile and click Edit or Duplicate.
  3. Enter or change the Name and Description.
  4. To make this profile the default profile for new users, click Default.
  5. From Function, select the role and functions. Click the plus (+) signs for child roles or functions.

    6. To narrow the list of functions and components, enter a word or phrase in Search. Click Find Next.

    Note: All functions are Disallowed by default.

  6. From the Add, Edit, Delete, View, or Access Scope columns, select either:
    • Allowed — Enable access.
    • Disallowed — Disable access.

The function access control points differ for employees and for managers.

To define how an employee can use Employee Self-Service (ESS) for scheduling, expand Employeeand allow or disallow the following function access control points.

  • Calendar views for employees — Display custom calendar views that are configured for schedule requests.
  • My Availability — Edit or display availability and preferred availability.
  • Enable location schedule — Display the schedules of other employees.
  • Access Unposted Schedule — Access schedules that are not posted.
  • My Requests — Access the My Requests workspace.
  • Enable location schedule — Access the schedule for all employees who work the same jobs at the same location during a schedule period.

There are two categories for managers:

Expand Scheduling and allow or disallow the following function access control points.

  • Schedule access — Settings that control access to the Schedule Planner. To display schedules, the manager also needs the appropriate Display Profile. There are separate controls for edit and view access:
    • Edit — Controls whose schedules managers are allowed to edit for schedules created in the Schedule Planner:
      • All — Managers can perform edits for all employees and themselves.
      • All but Self — Managers can perform edits for all employees, but not themselves.
      • None — Managers cannot perform edits.
    • Note: Managers can enter time off for employees when Edit is set to None. See Configure Time Off-Only Managers for more information.
    • View — Controls whether managers can view the Schedule Planner:
      • Allowed — Managers can view the Schedule Planner.
      • Disallowed — Managers cannot view the Schedule Planner.

    • Note: Managers with View set to Allowed can enter time off for employees. See Configure Time Off-Only Managers for more information.

  • Schedule Views — Control the display of data in the Schedule Planner.
    • Employment Term View of Schedule — Display and use the By Employment Terms tab or view.
    • Employee View of Schedule — Display and use the By Employee tab or view.
    • Group View of Schedule — Display and use the By Group tab or By Schedule Group view.
    • Job View of Schedule — Display and use the By Job tab or view.

      • Note: As a best practice, enable both By Job and By Employee. Otherwise, when you navigate in the schedule, you can lose your selections from earlier sessions.

  • Paycode Comments in Schedules — Edit comments in paycodes.
  • Notes for Paycode Comments in Schedule — Add notes to paycode comments in the schedule.
  • Schedule Quick Actions — Controls Quick Actions in the Schedule Planner and Staffing.
    • Add segment tag — Allow managers to add segment tags to shifts using Quick Actions. Schedule Quick Actions must also be set to Allowed.
  • Schedule pay code edits — Allow managers to schedule paycode edits.
  • Paycode Analyzer — Allow managers to access and view information in the Paycode Analyzer panel in the Schedule Planner.
  • Tag Comments in Schedules — Controls the manager's ability to add comments to Schedule Tags and Predictive Tags.
  • Notes for Tag Comments in Schedules — Controls the manager's ability to add notes for comments on Schedule Tags and Predictive Tags.
  • Delete Predictive Tags — Controls the manager's ability to delete predictive tags in the schedule.
  • Restore Predictive Tags — Controls the manager's ability to restore predictive tags in the schedule that have been deleted.
  • View Audit Trails in Schedules —Access audit trails in Scheduler and in schedules.
  • Filter Audit Trails in Schedules —Displays the View Audit option on the glances for certain schedule items — assigned shifts, open shifts, pay code edits, leave edits, and schedule tags — in the Schedule Planner. Enables managers to filter the audit data that is displayed on the Audit tab based on the selected schedule item.
  • Transfers in Schedules — Managers can transfer:
    • Perform labor category transfers
    • Perform cost center transfers
    • Perform work rule transfers
    • Perform job transfers
    • Employee-centric organizational job transfers — Allows managers to transfer employees only to those jobs that are specified in the employee's transfer set or in Manager Additions, or to the employee's primary job.
  • Schedule Shift Comments — Edit and display comments in shifts.
  • Notes for Schedule Shift Comments — Edit and display free-text notes in comments in shifts and requests.
  • Mark Schedule Posted — Mark a schedule as being posted.
  • Mark Schedule Unposted — Mark a schedule as being unposted
  • Availability — Edit and display employee availability.
  • Workload Planner — Access the Workload Planner.
    • Budget Pattern — Add (and duplicate), edit, delete, or display
    • Budget Calendar — Edit or display
    • Plan Pattern — Add (and duplicate), edit, delete, or display
    • Plan Calendar — Edit or display
    • Budget Volume— Edit or display
    • Plan Volume — Edit or display
    • Actual Volume — Edit or display
    • Actual Calendar — Edit or display
    • Generate Workload — Use the Workload Generator to create workload in the calendar view.
    • Lock volume — Lock or unlock volumes.
  • Run Priority Scheduling Engine — Controls the manager's access to run the Priority Scheduling Engine (PSE).

    • When the Run Priority Scheduling Engine in Schedule Planner feature switch is enabled, and this access control point is set to Allowed, managers can run the Priority Scheduling Engine from the Engines menu in the Schedule Planner.

  • Run Schedule Engine — Controls the manager's access to run the Schedule Generator Engine.
  • Allow rerunning schedule engine on first day of extended schedule period — Controls manager access to the option in the Generate Schedule slider in Schedule Planner to include or exclude the Start Date when running the schedule engine for schedule periods that have been extended by one day.

    • Note: This access control point is available only when the Extend Schedule Period in Schedule Planner feature switch is enabled.

  • Schedule Paycode Edits in Full Days — Schedule edits to pay codes in full days.
  • Schedule Day Lock — Allow managers to lock employee days.
  • Shift Builder Results — Access Shift Builder results.
  • Work Week — Define the work week.
    • Create Work Week — Edit or display work weeks.
    • Assign Work Week — Edit or display work week assignments.
  • Shift Profile Sets
  • Schedule Paycode Edits in Half Days — Schedule edits to pay codes in half days.
  • Shift Profiles
  • Paycode Edits using Contract Amounts — Edit pay codes in contract amounts.
  • Enter Time Off — Allow managers to directly request time off for employees.
  • Enter Time Off per Employee Visibility Period — Allow managers to only see request subtypes applicable to an employee's visibility period when entering time off on behalf of an employee in the Schedule Planner.
  • Enter Time Off in a signed off period: In Access Scope, select Allowed so that managers can enter time off for a signed-off period or a time period that spans both a signed-off and open period. The requests can be automatically approved or approved by the manager. If Enter Time Off is Disallowed, Enter Time Off in a signed off period is Disallowed too.
  • Override Accrual Amounts for Paycode Edits — Override accrual debit amounts when editing pay codes.
  • Paycode Edits using Pattern Day — Edit pay codes in amounts by pattern day or half pattern day.
  • Multi-Edit – Controls the ability for managers to access the Multi-Edit tool in the Schedule Planner to perform edits on multiple shifts at once. When Allowed, the Multi-Edit option is displayed on the Tools menu. When Disallowed, the Multi-Edit option is hidden.
  • Assign Employment Terms – Controls ability for managers to assign Employment Terms to employees in the Schedule Planner. When Allowed, the Assign Employment Terms option is displayed in the employee glance. When Disallowed, the Assign Employment Terms option is hidden.
  • Unassign Employment Terms – Controls ability for managers to unassign Employment Terms from employees in the Schedule Planner. When Allowed, the Unassign Employment Terms option is displayed in the employee glance. When Disallowed, the Unassign Employment Terms option is hidden.
  • Add to Schedule Group – Controls ability for managers to add employees to schedule groups.
  • Remove from Schedule Group – Controls ability for manager to remove employees from schedule groups.
  • Edit Group Schedules – Allow managers to edit group schedules.
  • Lock Shifts — Allow managers to lock shifts.
  • Assign Breaks — Controls ability for managers to assign breaks. When Allowed, the Assign Breaks option is displayed in the Add Shift, Add Paycode, and Add Leave Time sliders in the Schedule Planner, and in the Add Shift and Add Paycode sliders in the Staffing Dashboard. When Disallowed, the option is hidden.
  • Team Definition Setup
  • Team Definition Setup Extended Access
  • Guided Recommendations
  • Select Edits to signed off time and the following:

    Edit signed off time

    Allow override of Include In Totals

    Allow enable edits for employees

    Allow override of correction wage paycode

    Allow override of correction effective date

    Approve requests in signed off time: In Access Scope, select Allowed so that managers can approve time-off requests for a signed-off period or a time period that spans both a signed-off and open period.

  • Recurrent / Rolling Periods: In Access Scope, select Allowed so that managers can select whether to repeat the employee visibility period at specified intervals or a fixed time, or move the entire schedule forward by a day at a time.

  • Employee Visibility Periods — Allows managers to manipulate Employee permissions on Visibility Periods:
    • Request Submission Control — Manage the submission and request periods for schedule requests from employees.
    • Request Period Extended Access — Access to see request periods created by other managers.
    • Recurrent/Rolling Periods — Allows managers to configure recurrent or rolling periods in the employee visibility period slider.
    • Multi-Group options — Allows managers to configure multiple groups in the employee visibility period slider.
    • Employee Priority option — Allows managers to use the Employee Priority in the employee visibility period slider.
    • Personal Hyperfinds for Employee Query — Allow managers to select their personal Hyperfinds when creating or editing Employee Visibility Periods.
  • Call List — Allow managers to access the Call List in the Schedule Planner.
  • Call Log — Allow managers to access the Call Log. This setting is ignored if the Call List FAP is set to Disallowed.
  • Open Shift Available Notification — Allow managers to send open shift available push notifications. This setting is ignored if the Call List FAP is set to Disallowed.

  • Filter Location by Employee Group — Enables managers to filter by Employee Group when using Location queries in the Schedule Planner, Staffing Dashboard, and the Manage Schedule tile on the Home Page.

    • Allowed — Only employees who have a primary job or transfer job in the selected location and belong to the manager's Employee Group are shown.

      In addition, the location-based actions Tools and Generate Schedule are not applicable when filtering by employee group and are hidden in the Schedule Planner.

      ​Data that is displayed in the following add-ons will be filtered by employee group:

      • Comments
      • Indicators
      • Audit
      • Target Hours
      • Absence Calendar
      • Rule Violations (Employee Rules)

    • Disallowed (default) — All employees in the selected location are shown.

  • Display Location-based Add-On Data when Employee Group Filtering Enabled — Enables add-ons to display data based on the entire location when using Location queries.

    • Note: If Filter Location by Employee Group is not set to Allowed, the system disregards the Display Location-based Add-On Data when Employee Group Filtering Enabled setting.

    • Allowed — Location-based add-ons in the Schedule Planner show data based on the entire location. The affected add-ons are Metrics, Coverage, Daily Coverage, and Rule Violations (Organizational Rules). The Filter Location by Employee Group setting must also be set to Allowed.​

    • Disallowed (default) — Location-based add-ons in the Schedule Planner do not show any data. The affected add-ons are Metrics, Coverage, Daily Coverage, and Rule Violations (Organizational Rules).

    The following table explains how the system behaves based on the combination of the Filter Location by Employee Group and the Display Location-based Add-on Data settings:

    Filter Location by Employee Group Display Location-based Add-on Data Outcome
    Disallowed Disallowed All employees in the Location are returned
    Disallowed Allowed All employees in the Location are returned. The Display Location-based Add-on Data setting is ignored.
    Allowed Disallowed Only employee's from the manager's Employee Group are returned and Location-based Add-ons do not show data
    Allowed Allowed Only employee's from the manager's Employee Group are returned and Location-based Add-ons show data
  • Run reports within Schedule Planner — Displays the Share button in the Schedule Planner. Enables managers to use the Share functionality to run reports from within the Schedule Planner.

    • In addition to setting Run reports within Schedule Planner to Allowed, the following access must also be configured for managers to run reports from the Schedule Planner:

    • Reports > Run reports: Set to Allowed
    • Scheduling > Schedule access: Set the Edit column to All.
  • Schedule and Open Shifts Visibility Period — Limit the time employees can display open shifts in the schedule.

To define how a manager can configure Scheduler, expand Schedule Configuration and allow or disallow the following function access control points

  • Schedule Rules — Add, edit, delete, or display schedule rules.
  • Skills & Certifications— Edit skills and certifications of employees:
    • Certifications — Add, edit, delete, or display certifications.
    • Skills — Add, edit, delete, or display skills.
  • Skill & Certification Profiles — Edit skill and certification profiles.
  • Workload Setup — Edit types of workload:
    • Schedule Zone Sets — Add, edit, delete, or display schedule zone sets and zone categories.
    • Workload Shift Sets — Add, edit, delete, or display shift sets.
    • Workload Planner Profiles — Add, edit, delete, or display Workload Planner profiles.
  • Pattern Templates Configuration — Add, edit, or delete pattern templates.
  • Schedule Period Configuration — Add or delete schedule periods.
  • Shift Template Configuration — Add, edit, or delete shift templates.
  • Schedule Groups Configuration — Allow managers to edit schedule groups:
    • Create Schedule Groups
    • Delete Schedule Groups
    • Edit Group Names
  • Sorting and Matching — Edit or display sorting and matching rules, procedures, and procedure sets for the Priority Scheduling Engine or Call List.
  • View Audit Trails in Priority Scheduling Engine— Access the PSE Audit.
  • Location Settings — Edit location settings.
  • Metrics Setup — Edit schedule metrics.
  • Schedule Score Setup — Controls access to configuring schedule score functionality. When set to Allowed, Factor Deactivation and Schedule Score Definition access are automatically set to Allowed.
    • Factor Deactivation — Controls access to deactivate and reactivate schedule score category factors.
    • Schedule Score Definition — Controls access to configure schedule score definitions.
  • Job Groups Configuration — Edit or display job groups.
  • Staffing Matrix Configuration — Edit or display staffing matrices for the Workload Generator.
  • Weight Set Configuration — Edit or display weight sets for the Workload Generator.
  • Day Type Configuration – Edit or display day type rules and rule sets.
  • Schedule Planner Setup
  • Scheduler Profiles
    • School Calendar Profiles — Edit or display School Calendar Profiles.
  • Manager Tile — Allows setup of the Manager tile.
  • Availability Setup — Edit availability of employees.
  • Proficiency Level Setup — Edit proficiency levels.
  • Tag Definition Setup - Edit schedule tags.
  • Predictive Scheduling Setup — Allow managers to set up Predictive Scheduling rules, bonuses, and schedule change criteria.

Override Alert Event Configuration — Allow managers to suppress notifications from being sent after they configure an event.

When you finish assigning the appropriate function access control points to a Function Access Profile, you must assign the Function Access Profile to employees or managers in People Information:

  • Right-click the employee’s or manager’s name. Select People.
  • Click Access Profiles.
  • Select the function access profile.
  • Click Save.
  • Repeat for the next employees or managers.