Configure Request Calendars

Calendars define the information that employees or managers see in their workspace where they can display, create, submit, or manage schedule requests.

Note: For instructions, see the Configure Access Profiles for Requests topic.

  1. Click Tap Main Menu  > Administration > Application Setup > Access Profiles > Function Access Profiles. 
  2. Select the profile. Click Tap Edit.
  3. Click Tap Employee.
  4. In Calendar Views for Employees > Access Scope, select Allowed so that people can display the calendar for their schedule requests.
  5. Click Tap Manager—Department Manager.
  6. In Calendar Views for Managers > Access Scope, select Allowed so that managers can see the Calendars.
  7. Click Tap Manager—Common Setup.
  8. In Calendar Views Setup > Access Scope, select Allowed so that administrators or managers can configure Calendar views.
  9. Click Tap Save & Return.
  10. Make sure that the access profiles are associated with the relevant people. If you don't have access to People Information, contact the administrator who does have access.
  1. Click Tap Main Menu  > Administration > Application Setup > Calendar Views Setup > Calendar Configuration. 
  2. Click Tap Create . 
  3. Enter a Name.
  4. (Optional) Enter a Description. 
  5. (Optional) Enter a Label. This value is used for the employee's self-service page and for the entry displayed in their main menu (Main Menu > My Information).

    6. Note: If Label is not specified, the system uses the value of the Name field for the page title and Main Menu > My Information entry.

  6. In Time scale, select the scale you want to use for each row in the daily and weekly calendar views.

    Examples:

    • Select 30 minutes so that each row in the daily view represents a half hour.
    • Select 60 minutes so that each row represents one hour.

    7. Note: Time scale is displayed only when the My Schedule feature switch is disabled.

  7. In Start time of day, enter the default start time for the calendar days.

    Examples:

    • Enter 6 to start the calendar view at 6 AM each day.
    • Enter 17 to start the calendar view at 5 PM, for example to show evening shifts in the default view.

    Regardless of this setting, you can scroll to see any other times of day.

    8. Note: Start time of day is displayed only when the My Schedule feature switch is disabled.

  8. In Default time period, specify the period you want the calendar to display when it opens.

    Example: Show a previous, current, or next period when the calendar opens.

    9. Note: Default time period is displayed only when the My Schedule feature switch is disabled.

  9. In Default view, specify how to display the calendar when it opens.
    • Day
    • Week
    • Month (default)
    • Year

    • Note: Default view is displayed only when the My Schedule feature switch is disabled.

  10. In First day of the week, specify the day on which you want the calendar weeks to start. Select Use Local Setting if you want the calendar to use the same locale setting that the timecard uses.
  11. Select Display job name only to display only the names of jobs, rather than shift times or labels.

  12. Note: Display job name only is displayed only when the My Schedule feature switch is disabled.

  13. Select Display team absence details if you want the employee's calendar glance to display the employee's colleagues who have also requested time off on a given day. If left unselected, the calendar glance displays only summary information about the team absence quota.

    Note: Team absence information is displayed in the glance only if the Team Absence layer is enabled.

    Note: Display team absence details is displayed only when the My Schedule feature switch is disabled.

  14. Select Show job coloring to display each job in the colors defined for it. See Jobs for more information.

    15. Note: Show job coloring is displayed only when the My Schedule feature switch is enabled.

  15. Select Show employees working same shift to display on the shift Details tab the colleagues who are working that shift with the employee.

    16. Note: Show employees working same shift is displayed only when the My Schedule feature switch is enabled.

  16. Select Show worked hours to display in the My Schedule events list the total hours worked for shifts in the past.

    17. Note: Show worked hours is displayed only when the My Schedule feature switch is enabled.

  17. Select Show map for shift location to display the shift location as a link in the My Schedule events list. Clicking the link from the desktop opens Google Maps in a new tab in the browser. Tapping the link in the mobile application opens Google Maps if that application is installed; otherwise, Google Maps is opened in a new browser.

    18. Note: Show map for shift location is displayed only when the My Schedule feature switch is enabled.

  18. Months to display requests
    1. Select Past to display the number of months from the past for which you want to show requests.
    2. Select Future to display the number of months in the future for which you want to show requests.
    3. Select Default Layer to specify the information you want to highlight in the calendar.
      • Period — Highlight the current time period.
      • Availability — Highlight the availability of employees.
      • Team Absences — Highlight absences of other employees in the schedule group.
      • Note: In order to display data in the team absences layer, you must also set the Team Absence parameter for the request subtype. See Configure time-off request subtypes for more information.
    4. In Default shift display format, select whether to display Shift Times or Shift Labels.
    5. Note: Months to display requests is displayed only when the My Schedule feature switch is disabled.
  19. In Available layers, select the layers you want to display in the calendar and the order in which to list them.

    To change the order, clear the selections and select again in order, or click tap Re-Order Selection and use the arrows to change the order.

  20. Note: You must configure the default layer as an available layer.
    1. Note: Available Layers is displayed only when the My Schedule feature switch is disabled.
  21. In Available schedule items, select the items you want to make available to the employee to display in their calendar. Examples include approved time-off requests, cover requests, and open shifts.

    To change the order, click tap Re-Order Selection and use the arrows to change the order, or clear the selections and select again in the desired order.

  22. In Visible schedule items, select the schedule items to show by default in the calendar. The employee can click tap Filter to show available schedule items that are not displayed by default.
  23. To change the order, clear the selections and select again in order, or click tap Re-Order Selection and use the arrows to change the order.
  24. In Available Add-Ons, select tabs to show on the right side of the calendar.

  25. Note: Available Add-ons is displayed only when the My Schedule feature switch is disabled.

  26. Override days to shade — Select days of the week to shade in the calendar.

    Example: Shade weekends or days when a location is always closed.

  27. Display location schedule — Select to make the Location Schedule available to employees. See Configure Location Schedules for information about configuring the Location Schedule display.

  28. Note: Display location schedule is displayed only when the My Schedule feature switch is disabled. Otherwise, the Location Schedule is configured using Schedule Insights.

  29. Schedule Insights Widgets — Select optional self-service widgets to display on the employee's My Schedule page. See Configuring Schedule Insights Widgets for more information.

  30. Note: Schedule Insights Widgets is displayed only when the My Schedule feature switch is enabled.

  31. Click Tap Save.
  32. Repeat to create additional calendars.

Configuring Schedule Insights Widgets

Schedule Insights are widgets that provide important schedule information at a glance. This information can be useful when performing common self-scheduling tasks like making time-off and cover requests. These Schedule Insights widgets can be displayed on the My Schedule page:

  • Location Schedule — Displays the "Who's working this week?" widget. This widget includes a link to the Location Schedule, which lets employees easily search for colleagues working shifts they might be interested in and identify shifts in common with other colleagues. See Configure Location SchedulesConfigure Location Schedulesfor more information.

  • Accruals — Displays summary information for current vacation and sick time balances. Provides a link to the employee's timecard, which displays accruals details. See Configure Accruals widget for more information.

  • Submission Periods — Displays currently open submission periods. No additional configuration is needed.

  • My Absence Calendar — Displays the "My Absence Calendar" widget, from which the employee can open the My Absence Calendar you have configured for them. My Absence Calendar provides a yearly view of team absence, availability, and time off. See Configure My Absence Calendar for more information.

You can change the order in which the widgets you configure are displayed to the employee using the Re-Order Selection button.

Note: The Location Schedule and My Absence Calendar, if any, you define as part of the calendar configuration are listed separately in the employee's main menu (Main Menu > My Information), under the calendar with which they are associated.

Specify Location Schedule configuration settings.

Note: The way in which you specify Location Schedule configuration settings depends on whether or not the My Schedule feature switch is enabled:
  • If the My Schedule feature switch is enabled, you access Location Schedule configuration settings by selecting Location Schedule from Schedule Insights Widgets.
  • If the My Schedule feature switch is not enabled, you access Location Schedule configuration settings by selecting Yes in Display Location Schedule.

    Note: You must also set Function Access Profiles (FAPs) to make location schedules accessible to managers and employees. See ACPs for Scheduler functionality for more information.

  1. Include all jobs from locations employee can work: Select this option if you want to make all jobs in the same locations as both the employee's primary job and the jobs in the employee's job transfer set available in the Locations & Jobs drop-down, regardless of whether or not the employee can work a particular job. If left unselected, the Locations & Jobs drop-down list displays only the employee's primary job and jobs in the employee's job transfer set. The jobs the employee selects from this list determine which colleagues are displayed in the Location Schedule.

  2. Location schedule label: Optionally, specify the label you want to display on the Location Schedule page. The system uses the default ("Location Schedule") if you leave this field blank.

  3. Show colleagues' full schedule: Select this option if you want the Location Schedule to display shifts for all of the employee's colleagues' jobs, regardless where those shifts are located.

  4. Transfer types to display: Optionally, select the transfer types whose information you want the system to display for shifts selected in the Location Schedule. The location transfer type is selected by default, but you can also select cost center, labor category, and work rule transfer types.

  5. Select the following as needed:

      Note: These settings affect only the view of the other employees' schedules and do not change the view of the employee's own schedule in the top row.

    • Paycodes to display: Select paycodes of the other employees to show in the Location Schedule.
    • Paycodes to anonymize: Select paycodes to show but with only the start and end times and no identifying labels. Use this setting to hide personal or financial information.

      Example: Select a Bonus paycode so that the Location Schedule does not show the word "Bonus" to other employees.

    • Comments to display: Select comments to show in the Location Schedule.
    • Segment tags to display: Select segment tags that identify shift segments when an employee has a specific responsibility or characteristic.
    • Schedule tags to display: Select schedule tags. Visible To Employees must be selected for each tag; see the Tag Definitions topic.

After selecting Accruals from Widgets to display, select the codes for the accrual types you want to display.

Specify My Absence Calendar configuration settings.

  1. Absence calendar name: Optionally, specify the name you want to display on the My Absence Calendar page. This name is also displayed on the employee's main menu under My Information.

    The system uses the default ("My Absence Calendar") if you leave this field blank.

  2. Show team absence employee names: Select this option if you want My Absence Calendar to display the employee's colleagues who have also requested time off on a given day.

  3. Absence calendar items: Select the items you want to display in My Absence Calendar. Examples include time off, availability, and paid leave time.

Use calendar profiles to assign calendars to people. A calendar profile typically includes one or more calendars, but may include none. Calendar profiles are available to display profiles.

  1. Click Tap Main Menu  > Administration > Application Setup > Calendar Views Setup > Calendar Profiles. 
  2. Do one of the following: 
    • Click Tap Create . Enter a Name .
    • Select one calendar profile. Click Tap Edit . 

      In Save Changes to, select one of the following:

      • Save changes everywhere that the named entity is used. Entity: {CalendarName}— Make the changes to all calendar profiles.
      • Save as a new named entity — Make a new calendar profile. Enter a Name .
    • Select calendar profiles. Click Tap Delete . Click Tap Yes to confirm.
  3. (Optional) Enter a Description. 
  4. Employee calendars
    1. Select at least one calendar.
    2. Click Tap Assign . 
    3. Optionally:
      • Selected assigned calendars. Click Tap Unassign . 
      • Create a calendar. Click Tap Create . 
      • Edit a calendar. Select one calendar. Click Tap Edit . 
  5. Manager calendars
    1. Select calendars.
    2. Click Tap Assign . 
    3. Optional:
      • Selected assigned calendars. Click Tap Unassign  . 
      • Create a calendar. Click Tap Create . 
      • Edit a calendar. Select one calendar. Click Tap Edit . 
  6. Click Tap Save.
  7. Assign the calendar profiles to the managers and employees
    1. Click Tap Main Menu . Select Maintenance > People Information. Select a person.
    2. Click Tap Employee > Access Profiles.
    3. Click Tap Display Profile.
    4. Select the calendar profiles.
    5. Click Tap Save.
    6. Repeat for other people.

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