Request Self-Scheduling from My Schedule

Note: This information applies to submitting self-schedule requests from My Schedule. If you are using My Calendar for employee self-service, see Request Self-Scheduling from My Calendar.

Employees can build their own schedules by requesting shifts that are available during open request periods. Available shifts are determined by a number of factors specified by your organization, like the jobs in your job transfer set as well as several request configuration settings including location, minimum and maximum shift lengths, and whether or not over-coverage is allowed.

You submit self-schedule requests using the Request Self-Schedule panel, which you can open from:

• Manage My Schedule tile
• My Schedule page

The Request Self-Schedule panel simplifies the process of selecting and submitting self-schedule requests. Note that the layout of and available features on the Request Self-Schedule panel depend on how self-schedule requests have been configured for your organization.

The Assignments field displays your scheduled assignment if you have one, or your primary active assignment if you do not. This field acts as a filter: only the shifts that are related to the selected assignment are displayed in the list of shifts on the Request Self-Schedule panel.

Note: This field is not displayed if you are not a multiple-assignments employee.

The Job field displays your primary job. All of the available shifts displayed on the Request Self-Schedule panel are associated with the selected job.

The embedded calendar and the shifts list on the Request Self-Schedule panel display all the available shifts in the open request period for the currently selected job. You can use the Selected Shifts drop-down list to display only those shifts in which you are interested. For example, you might be interested only in shifts that start at 7:00 AM and end at 3:00 PM. Once you select a shift from the drop-down list, only instances of those shifts are displayed in the shifts list; continuing the previous example, shifts that start at 8:00 AM or that end at 4:00 PM would not be displayed.

Click Tap outside the list once you have made your selections to refresh the list of available shifts.

You can also use Selected Shifts to quickly add single shifts to your schedule:

1. Select the desired shift in the Selected Shifts drop-down list.
2. Click Tap the day on the embedded calendar on which you want to schedule the shift.
3. The shift request is added to your schedule.

• Click Tap the same day, the selected shift is removed from that day.
• Click Tap a different day, the selected shift is added to that day.
• Choose a different shift in the Selected Shifts drop-down list, that shift is added to any days currently selected in the embedded calendar without any additional action.

This behavior works only for single shifts: if you have two or more shifts selected in the Selected Shifts list, no shifts are added to the days you click tap on the embedded calendar.

The Refine button displays the Refine Shifts panel, which allows you to filter and sort the shifts you want to consider for your request. Filter options vary based on how your organization has configured self-schedule requests, but they can include the ability to:

• Filter shifts by location and job
• Filter shifts by start and end time
• Specify the sorting order in which shifts are displayed
• Use the People Also Working drop-down to display only your available shifts that overlap, in whole or in part, with those of any of the colleagues you select

Filter selections are saved

The system automatically saves the filter settings you specify when you click tap Apply on the Refine Shifts panel. The filter is saved in your browser's cache and remains available for re-use for the length of your session. This filter is not available if you log in to UKG Pro Workforce Management™ on another computer or start a session in another browser. Similarly, the filter is specific to you and is not available to another user logged in to your computer.

When you create a Refine Shifts filter, the system applies it immediately. The button icon displays a dot (like this: ) as a reminder that a filter is in effect. If you do not see the shifts you expect with the filter settings you have selected:

Click Tap the Refine button to open the filter, and then either:

• Modify the existing settings, or
• Click Tap the Clear Filters button to restore default settings

To turn off the Refine Shifts filter, click tap the Clear Filters button.

Before you submit a self-schedule request that uses shift templates, you can use the Refresh button to refresh the list of available shifts. When you click tap the Refresh button, the system validates the current list of shifts to ensure they are available and that they conform to the rules and coverage settings your manager has configured for you:

• Shifts you have selected for submission that are still available remain selected.
• Shifts you have selected for submission that are now unavailable display a message and the reason the shift is no longer available. (This occurs when the selected shift would violate over-coverage rules or exceed allowed hours, for example.) These shifts are disabled and cannot be selected for submission; they are removed from the list the next time it is refreshed.
• Shifts you have not selected for submission that are now unavailable are removed from the list.
• Shifts that were not previously available are displayed if they satisfy applicable rules and coverage settings.

Note: If you have scrolled the list of available shifts before you click tap the Refresh button, the system retains your previous position when the refresh action is completed. Any shifts you expanded (to view shift details, for example), however, are closed during the refresh action.

The embedded calendar in the Request Self-Schedule panel identifies days on which open shifts are available for your primary job for the current period that is open for self-schedule requests. The embedded calendar can display up to six weeks; if the self-schedule open period exceeds six weeks, you can use the left and right scroll buttons to display additional weeks.

In the embedded calendar, dates display:

• — A red block if the day has one or more available shifts
• — A green block for a paycode edit
• — A purple block if you are already scheduled for one or more shifts on that day
• — A green/blue block for approved time-off requests
• — A green/white block for in-progress time-off requests
• A red/blue block if you have requested a shift on that day
• No block if there are no shifts available for the current job
• A block with underneath it if the day has multiple scheduling items (such as a previously assigned shift or a planned absence)

Days outside the open request period are grayed-out.

Clicking a day on the embedded calendar filters the shifts list to show shifts only for that day.

Clicking Clear Selection deselects any selected days in the embedded calendar. Any shifts that you have already selected are not affected by Clear Selection ; they remain selected.

When you select two or more days from the calendar, the Show Common Shifts check box is enabled. When you select this check box, the system filters the shifts list to display only those shifts that are common to all the days you have selected. Selecting a common shift from the shifts list adds that shift to all the days you selected in the calendar to form the common shifts group.

If a previously selected shift is common across days you later select for a common shifts group, selecting the shift from the shift list simply adds it to any days in the group for which the shift has not already been selected; duplicate shifts are not created.

Note: If you select or remove days from the calendar after you have selected the Show Common Shifts check box, you must select the Show Common Shifts check box again to determine the common shifts for the new set of days you have chosen.

Shifts are displayed in a list organized by date in ascending order. Each date displays up to three shifts at a time. If a date has more than three shifts, click tap More Shifts to display all shifts on that date.

Each shift in the list is represented as a block that displays:

• The shift label
• The shift start time, end time, and length
• The assignment, location and job associated with the shift

Note: The assignment is displayed only for multiple assignments employees.

Depending on how your self-schedule requests have been configured, the shifts list is either displayed after the calendar, or it is displayed instead of the calendar. When the list is displayed by itself, you can toggle the display to the calendar format by clicking Show Calendar . Click Tap Show List to return to the default display.

To submit a self-schedule request for one or more shifts, you can either:

• Select the days on which you want to work one or more shifts for your primary job. (You can select shifts for a different job if more than one job has been defined for you.)
• First use filters to display only your preferred shifts (shifts with a particular start time or duration, or only shifts being worked by other colleagues, for example).

The shifts list displays both previously scheduled shifts, as well as the shifts you have selected for the request. Previously scheduled shifts are displayed whether or not they are related to the currently selected assignment.

The shifts summary appears at the bottom of the Request Self-Schedule panel. Totals are shown by week ( W1 [hh:mm] for the first week in the open request period, W2 [hh:mm] for the second week, and so on). Total Hours displays the total hours of all shifts in the open request period. Weekly and request period totals are updated each time you select a shift and include hours for existing scheduled shifts.

By default, only hours for the shifts related to the selected assignment are displayed. Click Tap to expand this portion of the Request Self-Schedule panel to display hours for all shifts, regardless of assignment. Click Tap to restore the display to hours for the selected assignment only.

Note: The hours/minutes format is configurable and might appear as [h.mm] .

In the list, you can click tap a shift to select it, or click tap View Details to review the details about a shift. Click Tap More Shifts to expand the list of displayed shifts.

If configured for your system, the Coverage section displays coverage information for the shift you have selected for self-scheduling:

• The shift label
• The number of staff scheduled/needed for the associated schedule zone or workload shift set configured for your organization

Note: A value of 0/0 indicates that no coverage is needed for the selected shift, or that coverage requirements were not specified for the shift.

If configured for your system, the Employees requesting this shift section displays a list of all employees who have requested the same shift for the same job. The label displays the total number of employees who have requested the shift, including you. Your name appears in bold.

Note: The meaning of the order is determined by your system configuration. For example, the sort order might be based on seniority or alphabetized by first or last name. Contact your system administrator for more information.

The procedure for submitting a self-schedule request varies based on whether your organization has configured self-schedule request types to use shift templates or open shifts. To get started:

1. Open the Request Self-Schedule panel from either the Manage My Schedule tile or My Calendar:
   • Manage My Schedule tile:
     • Click Tap Home > Manage My Schedule > Build my schedule .
   • My Calendar:
     1. Open My Calendar using one of these methods:
        • Click Tap Home > My Schedule > View My Schedule .
        • Click Tap Main Menu > My Information > My Calendar .
        • Note: The system displays an informational banner indicating the start and end dates of the request period.
     2. Open the Request Self-Schedule panel using one of these methods:
        • Click Tap New Request then select Self-Schedule .
        • Right-click a day in the future then click tap Self-Schedule . (You might have to click tap More Actions to display Self-Schedule .)
     • Both a calendar and a shifts list, go to Self-schedule requests that use shift templates.
     • Only a shifts list, go to Self-schedule requests that use open shifts.

     To submit a self-schedule request that uses shift templates:

     1. (Optional) If you have multiple assignments, select an assignment from the Assignment field. By default, this field displays your primary assignment.
     2. (Optional) Change the value in the Job field to display open shifts for a different job. (This field displays your primary job by default.) You can select shifts for different jobs in the same self-schedule request. Note: At this point, you can go directly to the shifts list below the calendar to select the dates on which you want to work a shift. See Step 5. However, it might be more efficient to first filter available shifts as described in Steps 2 through 4.
     3. (Optional) If you want to display only your preferred shifts, use features in the Selected Shifts drop-down list. Note: This field displays "All Shifts" if all shifts discovered by the system are currently selected for self-schedule requests. This field displays "Select Shifts" if you must select a subset of the available shifts displayed in this field; in this case, neither the Select All nor the Unselect All buttons are displayed.
        1. Click Tap the shift or shifts you want to include in your self-schedule request. The calendar and the shifts list are updated to reflect your choices. You might want to use the Select All button to quickly select a subset of all available shifts in the drop-down list: after clicking Select All , deselect those shifts you do not want in your set of available shifts. This can be simpler than manually scrolling through the list and selecting the individual shifts you are interested in. Use Unselect All to undo the shift selection in the drop-down list.
        2. (Optional) Use the Search Shifts field to filter available shifts based on the string you enter. The calendar and the shifts list are updated based on your search string.
        3. Click Tap outside Selected Shifts to close the drop-down list.
        • Specify the order in which you want the system to display the shifts you select in the shifts list.
        • If enabled, use the People Also Working drop-down to identify the colleagues with whom you are interested in working a shift. Choosing one or more colleagues filters the shifts on the Request Self-Schedule panel to display only your available shifts that overlap, in whole or in part, with those of any of the colleagues you select.
        1. Click Tap a shift to select it. When you select a shift:
           • The calendar display for the date of that shift changes to a red/blue block, and the shift in the shift list is highlighted.
           • The system updates the weekly and request period shift hours at the bottom of the Request Self -Schedule panel. Individual totals are displayed for each week in the request period ( W1 [hh:mm] for the first week, W2 [hh:mm] for the second, and so on). A total for all shifts selected in the request period is displayed under Total Hours [hh:mm] . Weekly and request period totals include hours for existing scheduled shifts.
        2. (Optional) Click Tap View Details to review the details about a shift.

        To submit a self-schedule request that uses open shifts:

        1. (Optional) If you have multiple assignments, select an assignment from the Assignment field. By default, this field displays your primary assignment.
        2. Scroll through the list of shifts and click tap the shifts you want to request. To simplify the list, you can:
           • (Optional) Toggle the display to the calendar format by clicking Show Calendar . Clicking a date on the calendar jumps to that date in the shifts list and automatically selects the first shift on that date.
           • (Optional) Use the Refine button to:
             • Filter shifts by location and job.
             • Sort shifts by start and end time.
             • Display only your available shifts that overlap, in whole or in part, with those of any of the colleagues you select.
        3. Click Tap Review to review your selections and then optionally click tap Edit Request to add or remove shifts.
        4. Note: If the Submit button is visible you can skip the review step. This depends on how your system is configured.
        5. Click Tap Submit to submit your request.
        6. Depending on how your system is configured:
           • If some of the shifts you select for the request become unavailable before you submit the request, the system will either accept the request with only the available shifts or reject the request as a whole. In either case, the system displays a message to alert you to the request's status. Shifts that are no longer available are identified in and subsequently removed from the list of shifts.
           • You can add additional shifts without editing the request. Simply choose the shifts you want from the list of shifts in the Request Self-Schedule panel and click tap Submit again.
        7. Click Tap X or Cancel to close the Request Self-Schedule panel when you have finished.

        You can edit a self-schedule request only while the submission period is still open. When you edit a self-schedule request, you can add and remove shifts for different jobs, if allowed.

        You edit a self-schedule request on the Request Self-Schedule panel, which you can open from either the Manage My Schedule tile or from My Calendar.

        To edit a self-schedule request:

        1. Open the Request Self-Schedule panel from either the Manage My Schedule tile or My Calendar:
           • Manage My Schedule tile:
             • Click Tap Home > Manage My Schedule > Edit my schedule .
           • My Calendar:
             1. Open My Calendar using one of these methods:
                • Click Tap Home > My Schedule > View My Schedule .
                • Click Tap Main Menu > My Information > My Calendar .
                • Note: The system displays an informational banner indicating the start and end dates of the request period.
             2. Click Tap the Requests tab.
             3. Locate the request you want to edit, and click tap Edit Request .