Configure Work Time Request Subtypes

The Work Time Request allows an employee or a manager to request additional work time for an employee. This new request can be configured to allow the requester to alter the default values of the shift, such as location, job, labor account, work rule, and so on. The Work Time Request can also be configured to support approval settings, such as those found in Global Time Off Requests, and to allow the approving manager to alter the request's parameters.

Configure a Work Time request subtype

Note: These configuration tasks also enable employee requests from Kronos Touch ID and Smart View.

Important: Either request-based or forms-based versions of Employee Self-Service (ESS) for Scheduling may appear in an existing installation. Forms-based ESS is deprecated but available for existing configurations. Do not mix versions for the same request types. For legacy ESS help see links in Welcome to Scheduler Configuration

  1. Select Setup > Employee Self-Service > Request Subtypes .
  2. Create or edit a subtype.
  3. Best Practice: Because edits can affect pending requests, create new subtypes rather than edit current subtypes.

    Note: You cannot delete subtypes that are being used.

  4. Enter a Name .
  5. Optionally, enter a Description.
  6. Optionally, enter a Symbol. A symbol is an abbreviation to display in the workspace. It does not have to be unique and can be up to 5 characters long.
  7. Choose the relevant Request Type. Different options appear depending on the request type you selected.
  8. Important: You cannot change the request type after you save the request subtype.

  9. Define the options for the selected request subtype as described below, then complete the configuration with step 8 at the end of this topic.

Work Time Request subtype options

Notification Parameters

The notifications triggered by the Work Time request subtype are based on Generic Workflow Notifications.


Employee Notification — Notify employees when their schedule requests are approved.

Employee Submission Notification — Notify employees when their schedule requests are submitted.

Manager Notification — Notify managers when employees submit, retract, or cancel a schedule request.

Important: Select notifications. Otherwise, the manager is not notified when an employee submits a request, or the employee is not notified when the request is approved or refused. Regardless of the notification settings, the request can continue through the submission and approval process. Without notification, the manager must log in manually to review the request, and the employee must log in manually to see whether the request is approved. Alternatively, use Approval Settings to configure notification settings.

These notifications are constructed using variables that are substituted with information specific to the request and are used as in the following example.


A request for <Request Subtype>, <Request Id>, from <Start Date> to <End Date> (<Start Time>-<End Time>), has been submitted by <Requester Name> on <Submission Date>.

Inherit Shift Transfer — Inherits the adjacent shift’s labor level, job, and work rule transfer. If not selected (default), use the employee’s home labor level, job, and default work rule (in the absence of an explicitly assigned work rule in the request subtype).

Best Practice: When a work time request results in a new shift segment on a holiday shift and the employee is paid from schedule (and does not punch), the holiday credit awarded must be based on the existing shift, not including the work time request shift segment. To ensure that the core holiday credit functionality provides the expected results, this parameter must be disabled so the system can distinguish between the existing shift and the shift segment created by the work time request.

  • Work Time Overlap — Select Disallow (default) to reject the work time request when it overlaps an existing shift. Select Merge to merge the newly created shift with the current shift when the work time request overlaps an existing shift. The new shift is created as a segment of the existing adjacent shift. If the newly created segment is adjacent to two shifts, the work time requested is truncated to a segment equal to the time between the two existing shifts and is attached to the preceding shift. The segment becomes an extension of the first shift.
  • Display Transfers — Allows the requester to override the Work Rule, Labor Level, and Job Transfer in the request form. If not selected (default), hide the transfer selector to prevent users from overriding the default subtype settings in the request form.
  • Validation Parameters

    The Work Time request subtype supports a wide variety of validation behavior defined by the following parameters.


    Approval Parameters

    The Work Time request subtype supports automatic approval, multiple levels of approval, reminders, and automatic actions after a period of inactivity.


    Other Parameters