Manage Employee Visibility Periods

1. Click Tap Main Menu  . Select Maintenance >  Employee Visibility Periods.
2. Click Tap Add Period  .
3. In Name, enter a name for the employee visibility period.
4. In Request For, select the type of request.
5. (Optional) In Description, enter a brief description of the employee visibility period.
6. Click Tap Suppress Event Notification to prevent notifications from being sent to the employee group after you create a request period.

In the Group Type section of the Add Period slider, you use Hyperfind queries to specify the groups of employees who can submit requests.

1. Select the group type: 
• Single group: The period for every employee is opened at the same time; there are no special privileges unless each employee is selected by a given priority.
• Multi group: 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. Organizations with a large number of employees commonly create employee groups.
2. Select the Hyperfinds you want to use to identify the employees who can submit requests. Each Hyperfind defines an employee group. If you have the appropriate access, you can use any personal Hyperfind queries that you have created. This step varies based on the type of group you have specified:
   • For single groups, specify the Hyperfind in the Employee Query field.
   • For multi groups, a table is displayed with rows you use to specify the Hyperfinds.
   • Click Tap the drop-down arrow and select the Hyperfind.
   • Use the up and down  to change the order of the employee groups. (Group order is meaningful if you specify a recurring visibility period. See Step 3: Specify employee visibility periods as recurring or rolling for more information.)
   • Click Tap Add Group to add another group to the list.
3. Select Open submission period by Employee priority to use a time slot according to the employee priority as defined in a specific procedure set.

   Note: If you select this option, you cannot overlap recurring periods.

When you define an employee eligibility period, you can choose whether you want that period to be specified as a recurring or rolling period. A recurring period repeats based on the parameters you specify (frequency and duration, for example). A rolling period moves the employee visibility period forward by one day at a time.

Consider these factors when deciding on a method:

• You cannot specify recurring and rolling period for the same employee visibility period.
• You cannot specify a rolling period for a multi group employee visibility period.
• You cannot specify a rolling period if you are allowing open submission periods based on employee priority
• Recurring periods must have a specific start time, so you cannot choose Any Time for the submission period

Specify a recurring employee visibility period

You can specify frequency, duration, and, for multi groups only, whether you want to rotate the groups with each new recurrence of the employee visibility period.

1. In Recurring Period, for either single or multi groups, select:
   • Yes, if you want the system to repeat the employee visibility period. Then:
   1. In Repeat every, select the number of days, weeks, or months you want the employee visibility period to recur.
   2. In Until, select:
      • Forever to run the employee visibility period indefinitely, or
      • Specify Date, and in End Date specify the date on which you want the employee visibility period to end.
   • No, if you do not want the system to repeat the employee visibility period.
2. For multi groups only, indicate whether you want the system to rotate the groups defined in your employee visibility period. Rotation occurs at the end of each recurring period:
   1. Cyclical: The system rotates the groups so each has a chance to select their schedule first (so, for groups a, b, and c, a cyclical rotation would result in an order of abc, bca, and cab over successive rotations).
   2. Sequential: Groups are not rotated. The system always selects groups in the same order as specified in the Multi group list.

3. In Submission Period, define the time period when employees can request schedule changes. Select one of the following:

   • Any Time (Not available for Multi Groups): The time period for request submissions is not limited.
   • Specify Time: Do the following:

     Select the Start Date and Start Time for the employees to submit their schedule.

     Select the End Date (up to 1 year later) or End Time to close the period. This date or time must be after the start date and time.

   • Time Zone: Optionally specify the time zone you want the system to use when setting the submission period. If no time zone is specified, the system uses the employee's time zone.

     Note: This field appears only if you select Specify Time for the submission period.

4. In Request Period, define the date range for valid requests (not when the request can be submitted). Select one of the following:

   • Any Date: The time period for which a request can be made is not limited.
   • Specify Date:

     Select the Start Date. This date can be on or after the start date of submission periods in the future, or on or before the start date of submission periods in the past.

     Select the End Date.

     Note: To allow employees to submit time-off requests Request subtypes that employees use to request time off for vacation, illness or recovery, appointments, personal time, or other absences. Time-off requests can be configured to support many different employment scenarios. in signed-off periods, the visibility period can be configured for past dates exclusively using Request Period start and end dates that are earlier than the Submission Period start and end dates.

5. Go to Step 4: Specify submission and request periods.

Specify a rolling employee visibility period

Set a rolling period to move the entire employee visibility period forward in one-day increments. 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.

Example: If today is May 15, the employee can request time off, after a 5-day delay, on May 20 for a 30-day period from the day of the request. If the 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.

Note: To allow employees to submit time-off requests in signed-off periods, the visibility period can be configured for past dates exclusively by specifying negative values in the Open Period and Close Period fields to indicate days in the past.

You cannot specify both a rolling and a recurring period for the same employee visibility period.

1. In Rolling Period, select:
   • Yes to repeat the schedule as a rolling period.
   • No if you do not want the system to repeat the schedule as a rolling period.
2. In Open period, enter the number of days before or after the current date to open the rolling period.
   • Maximum days before = —365 days.
   • Maximum days after = 365 days.
3. In Close period, enter the number of days before or after the current date to close the rolling period.
   • Maximum days before = —365 days.
   • Maximum days after = 365 days.
   • The close period date must be after the open period date.

   Examples:

   Open period = —365 days and Close period = —7 days.

   Open period = 7 days and Close period = 60 days.

4. (Optional) Select Never close request once opened to run the rolling period indefinitely.
5. Go to Step 4: Specify submission and request periods.

To finish defining the employee visibility period, you need to specify the submission period and the request period.

1. In Submission Period, define the time period when employees can request schedule changes. Select one:

   • Any Time (Not available for Multi Groups): The time period is not limited.
   • Specify Time:

     Select the Start Date and Start Time for the employees to submit their schedule.

     Select the End Date (up to 1 year later) or End Time to close the period. This date or time must be after the start date and time.

   • Time Zone: Optionally specify the time zone you want the system to use when setting the submission period. If no time zone is specified, the system uses the employee's time zone.

     Note: This field appears only if you select Specify Time for the submission period.

2. In Request Period, define the date range for a valid request. Select one:

   • Any Date: Employees can make a request for any date.
   • Specify Date:

     Select the Start Date. This date can be on or after the start date of submission periods in the future, or on or before the start date of submission periods in the past.

     Select the End Date.

     Note: To allow employees to submit time-off requests in signed-off periods, the employee visibility period can be configured for past dates exclusively using Request Period start and end dates that are earlier than the Submission Period start and end dates.

3. Optionally, assign a visibility period action to the employee visibility period. See Step 5: Assign a visibility period action.
4. Optionally, preview the submission period. See Preview the submission period.
5. If you are done configuring the employee visibility period, click tap Apply to save it. 

You can optionally assign a visibility period action to an employee visibility period. A visibility period action can initiate a workflow notification and a business process at the start or end (or both) of an employee visibility period, depending on how the action was configured.

To assign a visibility period action:

1. Ensure that you have specified a time zone for the submission period. See Step 4: Specify submission and request periods if you need help with this step.
2. In Visibility Period Settings, select the action you want to assign to this employee visibility period in Visibility Period Action.
3. Optionally, preview the submission period. See Preview the submission period.
4. If you are done configuring the employee visibility period, click tap Apply to save it.