Show My Calendar

My Calendar shows your schedule, pay codes, transfers, holidays, and requests.

Note: Your calendar also displays Open and Assigned shifts within your Request Period if your administrator has configured your Employee Visibility Periods for Self-Scheduling and Open Shift requests. When your Employee Visibility Period has been closed, unposted shifts are no longer displayed in your Calendar.
  1. Do one of the following:

    • In the Manage My Schedule tile, click tap View My Schedule to go to your calendar.

      Note: Alternatively, select Main Menu My Information > My Calendar.
    • Click Tap Home . Select My Notifications > My Calendar.
  2. To the right side of the calendar are Events and Requests tabs:
    • If these tabs are not visible, click tap Show List .
      Note: List View is recommended for keyboard and screen reader users.
    • Click Tap one of the following:
      • Events tab — Show shift segments and paycodes.
      • Requests tab — Show active requests for changes to your schedule.

Indicators

(Optional) Click Tap any of the following to change your view of the schedule:

Click Tap any of these controls to change your view of the schedule.

  • Previous — Show the previous time period.
  • Today — Show the time period that includes today.

    In the weekly view, the header for today is orange .

    In the monthly or yearly view, today is highlighted in light blue and the date is orange .

  • Next — Show the next time period.
  • New Request — Submit a new request.
  • View — Select a daily, weekly, monthly, or yearly view of the calendar.
  • Show/Hide — Select schedule items to show in the calendar:
    • In Progress Requests — Requests that are submitted and not yet approved or rejected.
    • Approved Requests
    • In Progress Time-Off Cancellations — Requests to cancel a time-off request are submitted and not yet approved or rejected.
    • — Holiday
    • Transfers — The shift is not the primary job, cost center, or work rule of the assigned employee.
    • Shifts — The assigned job is the primary job of the employee.
    • Paycodes
    • Swap Request
    • Open Shifts — The shift is scheduled for a time, location, and job, but is not assigned to an employee.
      Note: Open shifts are visible in your calendar when there is either an Open Shift Request or a Self Schedule Request that has a valid request submission period. The number of open shifts (displayed in square brackets to the right of the Open Shift label) includes Shift Market shifts if the open shift request subtype is configured with Include Market Shifts.
    • Self Schedule Request — The request from an employee to select one or multiple shifts.

  • Layers — Select information layers to display in the calendar.

    • No Layers
    • Timeframe — Select a different time period:
      • Previous Schedule Period
      • Current Schedule Period
      • Next Schedule Period
      • Next Schedule Period + 1
        • Displays the timeframe corresponding to two Schedule Periods in the future. For example, if your default Schedule Period is configured as Weekly, Next Schedule Period + 1 displays the Schedule Period two weeks out from the Current Schedule Period.
      • Next Schedule Period + 2
        • Displays the timeframe corresponding to three Schedule Periods in the future. For example, if your default Schedule Period is configured as Weekly, Next Schedule Period + 2 displays the Schedule Period three weeks out from the Current Schedule Period.
      • Previous Pay Period
      • Current Pay Period
      • Next Pay Period
    • Coverage
    • Schedule Changes
    • Team Absences — displays heatmap information and icons associated with the team absence quotas established by your manager.
    • Availability
  • Show List or Hide List — Show or hide the Events and Requests tabs to the right of the calendar.

Color codes and indicators in the calendar cells

  • — In-progress requests are half green and half white; these requests are submitted and not yet approved or rejected.
  • — Approved requests are half green and half blue.
  • — Transfer shifts are blue; these shifts are not for the primary job, cost center, or work rule of the assigned employee.
  • — Assigned shifts are purple; the assigned job for these shifts is the primary job of the employee.
  • — Paycodes — such as for approved time-off requests — are green.
  • — Open shifts are red; these shifts are not assigned to anyone.
  • — Available is light green, indicating the timeframe that the employee is available.
  • — Unavailable is pink, indicating the timeframe that the employee is not available.
  • — Preferred (time to work) is turquoise, indicating the employee's preferred time to work.
  • — Preferred time off is lavender, indicating the employee's preferred time off.
  • — Holiday
  • — Message: Click Tap to display the message.
  • — Locked days: You cannot edit shifts on locked days.
  • — More information: Click Tap to display details about the items on that day.

Team Absences indicators in the calendar cells

  • — Team absences are not allowed (the team absence quota is set to 0 for this day).
  • — The team absence quota has been met; no additional absences are allowed. Calendar cells are shaded red on these days.
  • — This day is in high demand by other colleagues on your team (time-off requests have met the specified high demand warning threshold specified by your manager). Calendar cells are shaded yellow on these days.

Request status indicators

  • Approved — If a time-off request requires approval by multiple people, all of them must approve the request.
  • Refused — If a time-off request requires approval by multiple people, and is refused by any one of them, the request is refused.
  • Pending — Approval or rejection is delayed.
  • Cancelled — Cancel requests. Available only if cancellation is configured.

Using the heatmap

In UKG Pro Workforce Management, a heatmap is a color-coded overlay that can be displayed on your calendar and request slider. The heatmap colors and symbols correspond to absence quotas that have been established for your team:

  • — Team absences are not allowed (the team absence quota is set to 0 for this day).
  • — The team absence quota has been met; no additional absences are allowed. Calendar cells are shaded red on these days.
  • — This day is in high demand by other colleagues on your team (time-off requests have met the specified high demand warning threshold specified by your manager). Calendar cells are shaded yellow on these days.

If enabled by your manager, you can display the heatmap to help you determine if your time-off request is likely to be approved based on current team quota values; guided recommendations can suggest ways to alter your time-off request to improve the likelihood of its approval.

To display the heatmap on your calendar and request slider:

  1. Click Tap Main Menu > My Information > My Calendar.
  2. Click Tap Layers .
  3. Choose Team Absences .