Configure Availability Change Requests
Employees can enter and request availability changes and let their employers know when they are available or not for work. The availability changes can be for a one-time event, for a single or multiple days, or to the long-term schedule.
Note: You need to have a valid request period to view availability in the calendar.
- Click Tap Main Menu
> Administration > Application Setup > Access Profiles > Function Access Profiles. - Select the profile. Click Tap Edit.
- Click Tap Manager—Department Manager.
- Under Scheduling, change Availability to Allowed.
- If you want to allow managers to configure partial open shifts:
- Click Tap Manager—Common Setup.
- Change Partial Shift Setup to Allowed.
- Click Tap Save & Return.
- Make sure that the access profiles are associated with the relevant people. If you do not have access to People Information, contact the administrator who does have access.
Request subtypes are classifications of requests from employees for changes to their schedules.
- Click Tap Main Menu
> Administration > Application Setup > Employee Self Service > Request Subtypes. - Do one of the following:
Note: Best Practice: Because edits can affect pending requests, create new request subtypes rather than edit current request subtypes.
- Click Tap New. Enter a Name.
- Select one subtype. Click Tap Edit or Duplicate.
- Select subtypes. You cannot delete subtypes that are being used. Click Tap Delete. Click Tap Yes to confirm.
- (Optional) Enter a Description.
- (Optional) Enter a Symbol. A symbol is an abbreviation to be displayed in the workspace; it does not have to be unique and can be up to five characters long.
- In Request Type, select Availability Change.
Note: You cannot change the request type after you save it.
- (Optional) Enter a Priority Order in which to list the subtypes.
- Highest priority = 1.
- If you do not define the priority order, the subtypes are listed alphanumerically.
- Select the Availability Types that you want to use from the Availability column and move one or more to the Selected column. You can select:
- Available: Employee is available to work during this time.
- Unavailable: Employee is not available to work during this time. If employees are scheduled when unavailable, the system can generate a schedule rule violation.
- Preferred Available: Employee prefers to work during this time.
- Preferred Unavailable: Employee prefers not to work during this time.
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Select any of the following:
- Employee Notification: Select a notification to send to employees when their requests change status.
- Manager Notification: Select a notification to send to managers when requests change status such as when employees submit or cancel a schedule request.
Note: Automatic Approval supersedes Approval Settings including Auto Approval in Team Definitions. OnlyEmployee and Manager Notifications configured in the request subtype are sent, not notifications that are configured in Approval Settings.
- (Optional) Select Approval Settings.
Note: If selected, Approval Settings override the Employee and Manager Notifications that are configured in the request.
Approval settings apply only to requests that are Submitted or Pending.
- In Minimum Rule Severity to Validate, select a minimum severity level of schedule rules to block requests.
- Not Considered — Requests that violate rules of any severity level are submitted.
- Informational — Requests that violate rules of Informational, Warning, and No Save severity are not submitted.
- Warning — Requests that violate rules of Warning or No Save severity are not submitted.
- No Save — Requests that violate rules of No Save severity are not submitted.
Note: If a request violates a schedule rule at this level or a more severe level, the request cannot be submitted; the status remains Draft. If a request violates rules of a lower severity, the request is submitted.
- In Unassign Shift on Unavailable Segment, select Never to unassign a shift that is on an unavailable segment or Always to always unassign a shift that is on an unavailable segment.
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(Optional) Select Approval settings.
Note: If selected, Approval Settings override the Employee and Manager Notifications that are configured in the request.
Approval settings apply only to requests that are Submitted or Pending.
- Reminder Template: Use only if you select Approval Settings that have reminder notifications. Select the business process to use for all reminder notifications in the Approval Settings and Approval Step Settings.
- Automatic Action Template: Use only if you select Approval Settings that have automatic actions. Select the business process to use for automatic actions in the Approval Settings and Approval Step Settings.
- (Optional) Request Purpose: Use only if you select Approval Settings. To override the Default Approval Sequence in the Approval Settings, select a purpose that assigns a sequence of approvers to the request. Purposes and Reviewer Lists must be selected in the employee’s People Record.
- (Optional) Select a Reviewer Override.
- Click Tap Save & Return.
- Click Tap Main Menu
> Administration > Application Setup > Employee Self Service > Request Subtypes. - Do one of the following:
Note: Best Practice: Because edits can affect pending requests, create new request subtypes rather than edit current request subtypes.
- Click Tap New. Enter a Name. Example: Enter Availability Pattern Change.
- Select one subtype. Click Tap Edit or Duplicate.
- Select subtypes. You cannot delete subtypes that are being used. Click Tap Delete. Click Tap Yes to confirm.
- (Optional) Enter a Description.
- (Optional) Enter a Symbol. A symbol is an abbreviation to be displayed in the workspace; it does not have to be unique and can be up to five characters long.
- In Request Type, select Availability Pattern.
Note: You cannot change the request type after you save it.
- (Optional) Enter a Priority Order in which to list the subtypes.
- Highest priority = 1.
- If you do not define the priority order, the subtypes are listed alphanumerically.
- Select the Availability Types that you want to use from the Availability column and move one or more to the Selected column. You can select:
- Available: Employee is available to work during this time.
- Unavailable: Employee is not available to work during this time. If employees are scheduled when unavailable, the system can generate a schedule rule violation.
- Preferred Available: Employee prefers to work during this time.
- Preferred Unavailable: Employee prefers not to work during this time.
- (Optional) Select a Default Availability Type.
- (Optional) Select a Default Time Period.
- (Optional) Select a Default Duration.
- (Optional) Select Set Duration as Non-Editable to prevent anyone from changing the duration.
- In Day of Week Start, select the day of the week to start the pattern or select <any>.
Note: Changes to an availability pattern update the schedule pattern or can create a new pattern.
- Select any of the following:
- Employee Notification: Select a notification to send to employees when their requests change status. Example: Availability Pattern for Employee.
- Manager Notification: Select a notification to send to managers when requests change status such as when employees submit or cancel a schedule request. Example: Availability Pattern for Manager.
Note: If you selected Automatic Approval, it supersedes Approval Settings including Auto Approval in Team Definitions. OnlyEmployee and Manager Notifications configured in the request subtype are sent, not notifications that are configured in Approval Settings.
- (Optional) Select Approval Settings.
Note: If selected, Approval Settings override the Employee and Manager Notifications that are configured in the request.
Approval settings apply only to requests that are Submitted or Pending.
- In Minimum Rule Severity to Validate, select a minimum severity level of schedule rules to block requests.
- Not Considered — Requests that violate rules of any severity level are submitted.
- Informational — Requests that violate rules of Informational, Warning, and No Save severity are not submitted.
- Warning — Requests that violate rules of Warning or No Save severity are not submitted.
- No Save — Requests that violate rules of No Save severity are not submitted.
Note: If a request violates a schedule rule at this level or a more severe level, the request cannot be submitted; the status remains Draft. If a request violates rules of a lower severity, the request is submitted.
- In Unassign Shift on Unavailable Segment, select Never to unassign a shift that is on an unavailable segment or Always to always unassign a shift that is on an unavailable segment.
-
(Optional) Select Approval settings.
Note: If selected, Approval Settings override the Employee and Manager Notifications that are configured in the request.
Approval settings apply only to requests that are Submitted or Pending.
- Reminder Template: Use only if you select Approval Settings that have reminder notifications. Select the business process to use for all reminder notifications in the Approval Settings and Approval Step Settings.
- Automatic Action Template: Use only if you select Approval Settings that have automatic actions. Select the business process to use for automatic actions in the Approval Settings and Approval Step Settings.
- (Optional) Request Purpose: Use only if you select Approval Settings. To override the Default Approval Sequence in the Approval Settings, select a purpose that assigns a sequence of approvers to the request. Purposes and Reviewer Lists must be selected in the employee’s People Record.
- (Optional) Select a Reviewer Override.
- Click Tap Save & Return.