- Submission Period – The time period when an employee can submit a request for schedule changes.
- Submission Period by Employee Priority – Configure in one of two ways:
- Open and close the employee submission period in a sequential manner according to rank or seniority in the organisation (based on the order in a procedure set Sorts employees, matches employees to an open shift, and assigns employees with the best match.).
- Open and close the employee submission period in a sequential manner according to rank or seniority in the organisation and close all employee submission periods at the same time.
Business Usage: Use this feature to allow higher ranking employees to choose first for shift or time off selection in a queue-based bidding process.
Note:To use this feature, you must configure the following items:
- Scheduler Set-up > Sorting and Matching > Procedure sets
- Application Set-up > Employee self-service > Request Submission by Employee Priority
- Request Period Defines a time span during which shifts can be changed by an approved request. – The date range when the request can occur. For example: If the request period is July 1–August 31, the employee can only submit requests for times during July and August.
- Group Type – The HyperFind A search engine that filters and selects groups of employees through queries that specify conditions or locations (criteria). query of employees who can submit requests.
- Recurring Period – Repeats the schedule every X days, weeks or months.
- Rolling Period – Moves the entire schedule forward by a day at a time. The employee can request a schedule change after x number of days from that day (to give lead time to the manager) for a specific time period or for an unlimited time. For example, if the date today is May 15th, the employee can request time off, after a 5 day delay, on May 20th for 30 days.
- Schedule and Open Shift A shift that is scheduled for a job, but no employee is assigned to work it. Visibility – Employees can see the unposted schedule during the submission period. and available open shifts.
Add or select period and request type
- Click Tap Main Menu
. Select Maintenance > Employee Visibility Periods The time period during which specified open shifts are visible to specified employees.. - Do one of the following:
- Click Tap Add Period
. Enter a Name. - Select one request period. Click Tap Edit Period
. - Select request periods. Click Tap Delete
. Click Tap Yes to confirm.
Note: You can preview and edit an Employee Visibility Period created by another manager with their personal HyperFind query, but you will have to specify an Employee Query that you have access to in order to save any changes.
- Click Tap Add Period
- From Request for, select the type of request.
- (Optional) Enter a Description.
- To prevent notifications from being sent to the employee group after you create a request period, click tap Suppress Event Notification.
Select Group Type and priority
- In Group Type, in Employee Query, select a HyperFind query of employees who can submit requests.
- Select one of the following:
- Single Group: Every employee is opened at the same time; no special privileges unless each employee is selected by a given priority
- Multi Group: Organisations with a large number of employees commonly create employee groups. Each employee group has a period opened for them when they can pick their schedule. A minimum of two groups are required and you cannot choose the same group twice.
- In the Multi-group table, use the arrows to move the order of the employee groups.
- Click Tap the drop-down arrow to select the employee groups to include in the list.
- Click Tap Add Group to add another group to the list.
- If you are using Multi Group with a Recurring Period, select one of the following options:
- Cyclical: Selected by rotating the groups so that each has a chance to select their schedule first (abc, bca, cab).
- Sequential: Selected in the same order as specified in the Multi-group list (abc, abc, abc).
- Select Open submission period by Employee priority to use a time slot according to the employee priority as defined in a specific procedure set.
If you have the appropriate access, any personal HyperFind queries that you have created are also shown in the list.
Select how and when to handle the request
- For Recurring Period, click tap Yes or No to repeat the schedule every given number of days, weeks or months, until the specified date or forever. Do not choose Any Time for the submission period, because recurring periods must have a specific start time.
Note: If you select Employee Priority, you cannot overlap Recurring Periods.
- For Rolling Period, click tap Yes or No to move the entire schedule forward by a day at a time. The employee can submit a schedule request after x number of days from that day (to give lead time to the manager) for a specific time period or for an unlimited time. For example, if the date today is May 15th, the employee can request time off, after a 5 day delay, on May 20th for a 30 day period from the day of the request. If employee makes a schedule request on May 16, the employee can request time off on May 21 for a 30 day period from the day of the request.
-
Define the Submission Period.
- Enter the Start Date and Time for the first group of employees to submit their schedule.
- Enter the number of days after the first group starts (from 1 to 365) or hours (from 0:15 to 500) to open the next group of employees.
- Select whether to close all groups on the same day or to close individual groups at a different time.
- Enter the number of days or hours to close the groups.
-
Define the Request Period. Click Tap one of the following:
- Any Date: The time period is not limited.
- Specify Date : Select the Start Date and End Date. The start date must be on or after the start date of the submission period.
- Click Tap Apply.