Configure Open Shift Requests

This topic describes how to configure employee requests to work open shifts.

  1. Click Tap Main Menu  > Administration > Application Setup > Access Profiles > Function Access Profiles. 
  2. Select the profile. Click Tap Edit.
  3. Click Tap Manager—Department Manager.
  4. Under Scheduling, change Availability to Allowed.
  5. If you want to allow managers to configure partial open shifts:
    1. Click Tap Manager—Common Setup.
    2. Change Partial Shift Setup to Allowed.
  6. Click Tap Save & Return.
  7. 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.

A manager must define an open shift request type in Employee Visibility Periods for an employee to select an Open Shift request from the New Request menu.

  1. Click Tap Main Menu  > Administration > Application Setup > Employee Self Service > Request Subtypes.

  2. Do one of the following: 

    • Click Tap New. Enter a Name.
    • Select one self-scheduling request setting.
    • Select the settings. Click Tap Edit or Duplicate.
    • Select the settings. Click Tap Delete. Click Tap Yes to confirm.
  3. Enter a Name.
  4. (Optional) Enter a Description. 
  5. For Symbol, enter OS.
  6. In Request Type, select Open Shift.
  7. Enter a Priority order for this request, with 0 as the highest priority.
  8. Select the type of Employee Notification to use to notify the employee of the time when the submission period begins.
  9. Select the type of Manager Notification to use to notify the manager when:
    1. An employee submits an Open Shift Request and is waiting for the manager's action, for example to approve or refuse the request.
    2. The submission period is shorter than the sum of all the employee's time slots.
  10. In Minimum Rule Severity to Validate, select a minimum severity level of schedule rules to block requests.

    Open shifts that violate any configured schedule rules are filtered out from the list of available open shifts that employees can request.

    • 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. An error message is displayed and the employee can edit the request.

      • Note: This field can also used to determine which shifts are made available for employees submitting Open, Cover, Swap, and Self-schedule requests. See Ensure break compliance for employee self-service requests for more information.

  11. From Employee Sort, select a Procedure Set to indicate the order of the employees in the manager's view of the Control Center Details Panel. If multiple employees have requested the same open shift, they are sorted by the defined Procedure Set in the Requesting Same Shift section, indicating the ranking of the employees who are making the request. If a Procedure Set is not selected, the employees are listed in alphabetical order, by default.

  12. Select an option from the Location Filtering drop-down menu.

    1. Primary Job Only: This option shows employees only the open shifts that match their primary job.
    2. Primary Location Only: This option shows employees only the open shifts that match their primary location, meaning that if you go up one level in the organization map, any job that falls below that level can apply to you.
    3. Employee Transfer Set: This option shows employees all available open shifts.
  13. In Restrict Job Transfer Set to Scheduling Contexts, select the contexts from Available Scheduling Contexts. Click Tap the right arrow to move the contexts to Selected Scheduling Contexts.

  14. (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.

    1. 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.
    2. 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.
    3. (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.
    4. (Optional) Select a Reviewer Override.
  15. Click Tap Show Other Employees to display the names of the other employees who are working the selected shift.
  16. (Optional) Shift Market

    In the Shift Market, employees can see shifts that other employees offer in addition to open shifts.

    1. Select Include Market Shifts.
    2. In Market Shift Filter, select one of the following:
      • Fill Both (default): Fill open shifts and market shifts at the same priority.
      • Fill Open Shifts Before Market Shifts: Hide market shifts until open shifts with the same job, start time, and end time are filled.
      • Fill Market Shifts Before Open Shifts: Hide open shifts until market shifts with the same job, start time, and end time are filled.
  17. (Optional) In Allow Request for Partial Open Shift, select the named set of partial open shift criteria you configured in Application Setup > Employee Self Service > Partial Shift Criteria if you want employees to be able to request partial open shifts. See Configure Partial Shift Criteria for more information.
  18. (Optional) Select Adjust Breaks Automatically to apply the break rules to the shifts assigned to the requesting employee when the request is approved. The break rules are declared in the Work Rule, which is part of the Pay Rule assigned to the employee.

    19. Note: This field can also used to determine which shifts are made available for employees submitting Open, Cover, Swap, and Self-schedule requests. See Ensure break compliance for employee self-service requests for more information.

  19. Click Tap Save & Return.

Note: For an employee to view Open Shifts and select Open Shift Requests, in the employee calendar, these items must be selected in Setup > Calendar Setup > Calendar Configuration, under Visible schedule items.

In order to allow employees to request parts of shifts, you need to specify the criteria that defines a partial shift.

Note: Configuring partial shift criteria does not preclude employees from requesting the whole shift.

  1. Click Tap Main Menu  > Administration > Application Setup > Employee Self Service > Partial Shift Criteria.

  2. On the Partial Shift Criteria page:

    1. Name — Enter a name for the set of partial shift criteria you are specifying. Choose a name that will be easy to understand when you configure the shift request that supports a partial shift.

    2. (Optional) Description — Enter a description for the set of partial shift criteria.

    3. Offer partial shift as — Choose Fields to enter start and end times. This displays entry fields for employees to enter the start and end time of the partial shift they are requesting.

    4. (Optional) Partial Shift Constraints — Use these fields to specify constraints you wish to place on the partial shift employees can request.

      1. Partial shift must have same start time as whole shift — Check this box if the partial shift must start at the same time as the whole shift.
      2. Partial shift must have same end time as whole shift — Check this box if the partial shift must end at the same time as the whole shift.

        3. Note: When you use one of these settings, the start (or end) time of the whole shift is displayed in the Request Open Shift panel and cannot be changed by the employee. If you use both of these settings, the partial shift request must include either the start time or the end time of the whole shift.

      3. Minimum length for partial shift request — The minimum length that the partial shift request can span (expressed as hh:mm).
      4. Minimum length for remaining shift — The minimum length of time in the whole shift that can remain after the partial shift is requested (expressed as hh:mm). For example, if the employee wants to work a partial shift in the middle of the whole shift, the remaining parts of the whole shift before and after the partial shift must be at least this length.

        5. Note: When you specify both minimum length settings, the whole shift must be greater than or equal to the sum of both lengths in order to be offered as a partial shift.

    5. (Optional) Re-evaluate breaks upon request approval — Check this box if you want the system to use break rules to re-assign breaks for both the assigned partial shift and any shift remainder. See Automated Break Placement tab for more information.

  3. Click Tap Save.