This guide is a summary of the Employee Self Service (ESS) options available to employees. It is designed as a software overview for the employee.
It also includes instructions on logging in for the first time and where the employee is prompted by StaffScheduleCare to change his/her password.
▪Navigate to http://www.staffschedulecare.com using your browser.
▪Click Client Login.
▪Navigate to www.staffschedulecare.com.
▪Enter your Facility name (will be provided to you by your manager).
▪Enter your Login name (will be provided to you by your manager).
▪Enter your Password (initial password will be provided by your manager).
▪Click on the flag that represents your region (this is done at first time logging in).
▪Click Sign In.
If logging in for the first time, you will be prompted to change your password immediately. Once your password is changed, you will be required to log in again using your new password.
If your facility has enable the Two-factor Authentication after the StaffScheduleCare login screen you will be presented with a second screen.
▪Change Send code by method if required; otherwise leave as is.
▪Click on the Send Code button. Click the red X to discontinue logging in.
After the Send Code button has been clicked the screen will refresh.
There is now a field to enter the verification code.
Retrieve the verification code sent by the Send code by method selected.
▪Enter the verification code in the Enter Code field.
▪Click Submit. If the verification code is valid the StaffScheduleCare software will open.
Receiving Verification Code Methods
Text Message (SMS)
The system will call the phone number provided with an automated message stating the verification code.
After logging in to the software with your Username & Password you will be launched right onto the Welcome menu (default setting). If this default setting is not configured, you would simply click the Welcome menu main heading.
The Welcome menu will appear with the employee’s name in the centre, next to the day and date. The default set of widgets will appear as shown below:
▪To view your Unread Messages, click on the number beside it which will take you to the Discussions page.
▪To follow-up on your Time Off Requests, click the number beside it.
▪To view your Shift Exchange Request, read the Unprocessed or Pending by clicking on the corresponding number.
Understanding the Welcome Menu
The Welcome menu is broken down into three sections and is user definable.
1.In this example (above) the bottom displays widgets include the Time Off Requests, Time Card Exceptions and Shift Exchanges.
2.The top of the screen may include the Company Logo or a general welcome message to the staff.
3.The middle of the screen is the Bulletin Board and may include notices for upcoming events or company news, i.e., Training Schedule reminder.
You may adjust the size of the panels by moving the grey divider bar up or down.
Click and hold on the bar, then drag it up or down until you have the view you would like. This setting will be saved for the next time you log in.
Shift Exchanges & Time Off Requests
Each time you make a Time Off or Shift Exchange Request it is posted to your Welcome menu so you can follow its approval progress. The number beside the Unprocessed or Pending indicates how many Shift Exchanges or Time Off Requests you have that you have not read yet.
The history of Shift Exchange Requests, however, can be seen by the Requestor by clicking on the number beside Unprocessed or Pending.
Clicking on the number of Unprocessed or Pending requests will take you to the appropriate requests screen.
In our example below, clicking on the 1 Unprocessed or Pending in the Shift Exchange widget, took the employee to the Shift Exchange Requests menu. From here, the employee can view the details of the Shift Exchange Request and either Accept or Deny.
In the Centre left section of the Welcome menu, you may find corporate bulletins:
When you click on the paper image it will open on screen for you to read (see example below).
Tool Bar Options Menu
The Welcome menu provides different functions by means of icons found under the Employee header on the left side panel.
Question Mark (Help Manual)
When you click on the Question Mark you will be redirected to the StaffScheduleCare Online Manual. Depending on where you are in the software when the manual will be opened to that section.
In the example below we are on the Welcome menu, clicked Help, the manual is opened to the Welcome menu.
Bell (Report Processing)
When reports are being generated or a process is running the Bell icon will rock side to side with a red circle to indicate one of these actions are in motion.
Power (Log out)
Click this icon to log out of the system.
To change such options as localization and password, click on the Profile icon.
The menu options available will depend on the security access of your login.
This indicates user's settings preference. This user is set to Canada. Click on the flag to change your localization for language etc.
Drop Down Display Configuration
Here you may select how the drop-down lists appear.
Display by changes seeing just the code (i.e., Department code 11005) or seeing the description as well. (i.e., 11005 Dietary)
Sort by options allow you to select in what order the information is displayed).
Should the need arise that you would like to change your password, you may do so using the Change Password option.
▪In the pop-up menu enter your new password.
The Password Strength level is based on the level set by the facility.
Time Representation and Change Theme are set by the facility.
To view your personal information, select Personnel on the left side menu.
▪Access will vary depending on security settings.
▪A summary of employee data will appear on the left-hand side (image below).
▪The detail of the data will appear on the right.
▪The ability to edit personal data will depend on security settings.
From the menu on the left hand side, navigate to Time Card / Hours as shown below.
Access to functions on the Time Card will vary based on your level of security.
The top section shows the shift details with the hours earned within the appropriate column.
▪To find a specific day, use the Find calendar. (1)
▪To select which columns to be included in the view, select the Actions icon, and select Field Visibility. (2)
▪Use the drop-down arrow in the Period Number window to select a pay cycle. (3)
▪The Attendance and Punches for the day that is highlighted will show in the bottom sections (4 and 5)
Use the Attendance screen to view attendance by Attendance Code.
The functions on the Attendance screen you have access to is determined by your security level.
From the menu on the left hand side, navigate to Time card / Attendance as shown:
The Attendance screen can be filtered by using the From Date / To Date calendars.
Columns can be sorted by clicking on the column header and using the up/down arrows.
Employees may view their schedule up to the current system Posted Date.
From the menu on the left hand side, navigate to Schedule / Active as shown:
The schedule below is displaying a 2 week period based on the date selected in the Date window.
Use the Week drop-down and select how weeks or month you would like to view. Change the date in the Date window to select the from date.
Attendance Codes are visible as well. You can see SICK code on Monday, March 8th.
The Availability for each day is also visible.
Submit a Shift Exchange
▪Select the Requests menu.
▪Select the Shift Exchange menu.
The Shift Exchange menu will appear.
Create a new Shift Exchange Request
▪Click on the Actions icon and select New Request.
▪The New Request will appear in the right-side panel and your Active Schedule will pop-up.
You may change the date range by clicking in the Date field and using the calendar feature or use the forward/backward arrows.
To view different number of weeks or to use the month calendar view, click on the drop-down arrow in the Weeks field.
▪Click on the date you would like to exchange so it is highlighted in blue.
The Shift Exchange Request menu will appear in the right-side panel.
▪Select the date you wish to exchange to by clicking in the Date window.
▪Click the Acceptor box to open a window of available employees.
The following menu will appear.
▪Click in the check box beside the employee you would like to exchange with.
▪The selected employee will be displayed in the Selected Employee Panel.
Hover over the Day Code (shift name) and all the details of the employee’s scheduled shift will appear for you to review.
The employee's name will then appear under the Selected Employee column on the right.
The request will now appear in your request summary section.
If you do not see the request, please verify that your filter selection and date range settings include the information you require.
The unprocessed Shift Exchange will now appear under the Shift Exchange date. The Shift Exchange is not complete until the requested employee accepts the exchange.
If approvals are required, the manager must approve the exchange before it will be reflected on the employee schedule.
Email Notification of Shift Exchange
If the system email configuration is complete (please see the SSC Client Care Team for further information) and employees have their email addresses defined in their profiles, Acceptors will receive an email notification. A link is provided to respond directly from the email.
When the Acceptor processes the request (accepts or declines) the Requestor will get email notification in reply.
Accept a Shift Exchange
On the Welcome menu, the Unprocessed or Pending option applies to the employee requesting the exchange (Requestor) while the Action Required option applies to the employee who will be responding to the exchange request (Acceptor). The window of days the widget will display going forward can be set by using the up/down arrows beside Collection Period.
When the Acceptor clicks on the number beside Unprocessed or Pending the following menu will appear. Use the Filter select which requests you would like to view.
▪On the right panel the Acceptor can either Accept or Deny and add a comment.
Accept - If the employee accepts, because this exchange does not require manager approval, the two employees' schedules will be automatically exchanged and a message will be sent to the requester, which can be viewed on their Welcome menu (Unread Requests) upon log in.
Deny - If the employee declines the Shift Exchange the schedules will remain as they were and a message will be sent to the Requester, which can be viewed on the Welcome menu (Unread Requests) when the employee logs in.
If your facility's policies allow, an employee may give away a shift to another employee instead of exchanging it.
The Shift Give Away feature is part of the Shift Exchange function.
▪Select the Requests menu.
▪Select the Shift Exchange Requests menu.
▪Click on the Actions icon and select New Request.
A window displaying your Active Schedule will appear.
Use the Date window to select the date to start viewing your Active Schedule from. You may select how far out to view the Active Schedule by choosing 1, 2, 4 weeks or Calendar.
▪Click on the shift you would like to give away. The shift will become highlighted in blue.
The shift you wish to give away is now on the right-side panel. The action you would like to do needs to be selected.
▪Click on the drop-down arrow and select Give away Shift.
▪Click on the button icon beside Acceptor. The system will provide a list of employees who are available to take the shift.
▪From this list you can select the employee by clicking in the check box and then click Submit.
The selected employee will appear on the right side on the request panel.
The shift give away is not complete until the requested employee accepts the exchange.
Accepting a Shift Give Away
When the Acceptor logs into the system they will see an Unread Request on the Welcome menu Shift Exchange widget. Shift Exchange includes Shift Give Away notifications.
Click the 1 to go to the Shift Exchange Requests screen. Click on the request to highlight it. The alternate path is to click on Requests / Shift Exchange Requests.
The Accept or Deny buttons are on the right panel.
▪Select one and then click on Apply.
The Acceptor may enter a comment on the Comment Line.
If the system is configured with Manager Approval required, then the accepted request will go to the manager for approval. (See Manager below)
If the system is configured for auto approval the Give Away shift will appear on the Acceptor's Active Schedule immediately after accepting.
Time off requests are made from the Time Off Request menu.
▪Select the Requests menu.
▪Select Time Off Requests.
The Time Off Request screen is designed with two sides.
Shows the Employee’s requests.
Shows the details of the request in focus.
You may adjust the split screen portion by dragging the dividing vertical bar. Click and hold on the grey dividing bar – drag right or left.
▪Click on the Actions icon found in the top left toolbar and select New Request.
The following menu will appear. To create a request, follow the steps outlined below.
1.Select the applicable Attendance Code from the drop-down list by clicking on the down arrow.
2.Select the length of time (Select Hours) required for the request. Select Full Day or Partial Day.
If you select Full Day, the system will automatically unbook the full length of the shift for the scheduled date(s) selected and will remove the time from the bank if applicable.
If you select a range of dates, some scheduled and some not, the system can be configured to add the Attendance Code with Zero Hours on the days that are not scheduled so that you will not be called during that period to fill in for someone else.
If you select Full Day and complete the Hours section as well, the system will add the requested number of hours to each day you select, whether scheduled or not, and will remove the time from the bank if applicable. Regardless of the number of hours selected, the system will unbook the full length of the shift. For example, if you select four hours off an eight-hour shift, the system will unbook your shift, create and unfilled shift for eight hours and add the Attendance Code with four hours to your schedule.
If you would like to request a partial day off, you have the option of selecting a percentage of the day or a specified number of hours, from either the start or the end of the shift. The system will then create an unfilled shift for the remaining hours that need filling. For example, if you are scheduled from 7am to 3pm and request five hours off from the start of your shift, the system will create an unfilled shift from 12pm - 3pm and will add the Attendance Code for five hours to your scheduled date. Time Off Configuration is required to determine the number of hours off that will generate an unfilled shift. Please see your manager for the best method to use for your facility.
3.A Payout Amount should only be used if your system is configured to use dollar and hour options for the Time Banks. Please see your manager for the best method to use for your facility.
4.Addition of a comment is optional and can be used to communicate further details of your Time Off Request to your manager. If added the comment will appear as follows when viewing the request:
5. On the calendar section you select the date(s) for your time off. Only the current day and remaining days of the selected month will be bold.
Use the previous / next arrows beside the month / Year field to change the month.
▪Select the Schedule menu.
▪Select the Requests menu.
▪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.
An employee's current Weekly Availability can be viewed through the Personnel screen, by selecting Personal Information - Availability and clicking on the Weekly tab.