Accessing Availability Request Menu

The Availability Request menu can be accessed multiple ways.

Method 1

▪Select the Schedule menu.

▪Select the Requests menu.

Method 2

On the Personal Information menu, select Availability.

When you on the Daily tab, select the Actions icon drop-down and select New Daily Request.

This will redirect you to the Requests / Availability Requests feature.

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Or from the Weekly tab, select the Actions icon drop-down and select New Weekly Request.

This will redirect you to the Requests / Availability Requests feature

Screen Divider

The Availability Request menu has a vertical divider bar that may be move either left or right to change the size of the sections on the screen.

Click and hold on the grey divider bar to drag it left or right.

Position the divider bar the first time you login. The system will keep your settings until you move it again.

Filter Options

Click on the Filter icon, the funnel, to open the filtering options.

When you have filter options selected, the funnel will display blue.

Dates By

▪Request Date will display your requests based on the date the request was made.

▪Availability Date will display your requests based on the date(s) the request is for.

Status

the Unread, Unprocessed, Approved, Reviewed, Pending and Denied statuses can be individually selected.

You can select at which status you would the requests to be included in your view.

Once you have defined how you would like the requests filtered, click Apply.

Use the From / To dates to set the date range.

This range will apply to Request Date or the Availability Date, depending on which sort is selected in the filter.

Group By

You may wish to have the requests grouped by request type (Daily or Weekly) or by the date of the request.

▪Click on the Block icon to open the group by options.

▪Tick on the grouping you would like to have.

▪Click Apply to save.

Actions icon

Field Visibility - Please see the Field Visibility section for further details.

Delete - Click on the request to be deleted. Requests that have been approved cannot be deleted by the employee.

New Daily Request - Select this option to create a New Daily Request.

New Weekly Request - Select this option to create a New Weekly Request.

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▪ Select the Schedule menu.

▪ Select the Requests menu.

▪Click on the Actions icon and select New Daily Request.

This screen allows the selection of a single day. If you change the From date, the To date will automatically change to the same date.

If you wish to select multiple days in a row, change the From date and then the To date.

▪Click in the Date window to open a calendar and select the date. Use the forward arrow to move to future months.

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▪Click on the specific day you are setting your Availability to.

Under the Availability section, select the options you wish to be available for. More than one option can be selected.

▪Click Apply.

If your facility using blackout periods, the date range will be indicated with a black asterisk.

If the request date(s) fall within the blackout period, a warning message will pop-up.

The information is now displayed on the right panel as a New Daily Request. You may make changes if needed directly here on the screen.

If you added a comment it will displayed in the highlighted area.

When complete click Submit.

The completed request has been assigned a request number and now is on the left panel.

On the right panel the request shows the requested Availability details.

Hover over the Status icon to see the status hint.

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▪Select the Schedule menu.

▪Select the Requests menu.

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▪Click the Actions icon and select New Weekly Requests

On the right side of the screen, the system will display a default week’s Availability template using the current date as the default date.

The system will default to Week 1.

To add / edit Availability, follow the steps shown below:

1.Select the week start date, which should match the employee's schedule week start date.

2.Tick the applicable Availability boxes for the days of the week and the shift types (M, A, E, N).

3.To add additional weeks, click the Actions icon and select Add. Then repeat step 2 for the new week.

4.Click Submit complete your request.

To view the current Weekly Availability, click on the Display Current Availability option.

You may make changes (add or remove) directly on the current availability and submit as the request.

To add additional weeks, click on the Actions icon and select Add.

You may add as many weeks as required.

In the example below weeks two and three have been added.

Use the Cancel option to clear the highlight week's check marks.

Personnel Screen

An employee's current Weekly Availability can be viewed through the Personnel screen, by selecting Personal Information - Availability and clicking on the Weekly tab.

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Add Availability for a Date Range

If the Availability is the same for multiple dates, you can select a date range and availability to apply to that range and apply it all at once.

Use the From / To dates to create a range of dates. The Availability entered in the Availability section will apply to all dates in that range.

Click Apply.

You may also use the Action icon Add Multi Date option from the detail screen on the right.

This will direct you the Select Availability window.

In your request you may include individual dates and a date range.

Click Submit when completed.

Once the changes are made, the new Availability screen will appear on the employee's Active Schedule.

Availability in Personnel

Employees can view their Availability by Date, and edit their Availability through Personnel, Personal Information, Availability.

▪Click on the Calendar tab. The employee's current Availability displays in a calendar format.

▪Click on the day(s) you wish to submit for.

▪Click on the Plus icon.

Review your selection in the Confirm Availability window. Our dates to modify were April 1, and April 4 to April 8.

Select your new Availability and click Submit.

The new availability will be displayed.

The new availability of M A E now appears for the dates requested.

If Availability is not configured to require approval, the Availability changes made by the employee are immediate.

Otherwise, if approval is required, changes to employee Availability must be approved by a manager before they become effective.

If an employee wishes to add a Comment regarding their Availability to be visible in the Wizard for call-ins, they can do so in the Comments tab of the Availability screen in Personnel.

The comment will appear when the employee comes up in the Wizard for an unfilled shift. The comment is Read Only.

Default Availability

Employees can set up Default Availability through their Personnel screen.

▪Select the Personnel menu.

▪Select Availability.

Employee Default Settings

Defines an employee’s default shifts. These settings will be carried forward to the Daily Schedule and used during the Call-In process to determine an employee’s eligibility for unfilled shifts.

Select the Weekly tab and check off the shifts that you wish to make your default Availability.

By checking off OT Shifts, the employee is telling the Wizard that they are willing to work shifts over their normal amount of hours in a time frame. If OT Shift check box is used in the Wizard configuration, the system will validate that OT Shift is checked off in the employee's personnel profile.

If the employee checks off the Super Available option, and the Wizard is configured to use Super Availability, the employee will appear in the Wizard as available to be called in for a shift, regardless of what their Availability is set to in Personnel.

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Employee Availability is used to define what shifts an employee can work. Availability Requests can be made by employees themselves, or by their manager on their behalf.

When defining Availability by Date an employee or supervisor can apply different Availability to each day of the week, i.e., a combination of Morning, Afternoon, Evening and Night (MAEN) shifts. This type of Availability is not static, in other words it changes from week-to-week by date.

As a manager, to add Availability on behalf of your employees, you will follow the same process as an employee would, except that you will have access to all the employees you manage. Employees would only be able to add their own Availability.

Reviewing & Approving Availability Requests

To manage Availability Requests, you would access the Availability Request menu:

▪Select the Requests menu.

▪Select Availability Requests.

The Availability Requests screen will appear:

In this image we see a request for Karen Wood. to change April 1, 2, 3, and 4 to evenings and nights.
 

▪Select the request by clicking on it in the left side of the screen.

▪While selected, click the Actions icon, and choose Process Request from the drop-down menu.

▪Within the Process Request pop-up window, select Approved from the New Request drop-down menu.

▪Click Save.

Notice that the Status icon for Request #474 has changed to Approved:

▪Continue with the approval process until all submitted requests have been approved, denied, or deleted.

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Managers have the ability to track when an employee modified their Availability through the Availability Requests menu.

▪Select the Requests menu.

▪Select Availability Requests.

▪Click on Show Filter:

▪Select Availability Date option in Filter; and select desired date range using the To / From dates.

▪Sort by Employee Name.

▪Find request with modified Availability on desired date.

For example:

Employee Julie Avery originally submitted her Availability for January 1st on December 17th at 11:02:

At 13:27 on December 21st, the employee modified their Availability for January 1st:

The most recent request date overrides the previous one.

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