Configure Request Subtypes

Request subtypes Classifications of schedule requests from employees. are classifications of requests from employees for changes to their schedules.

This topic describes how to configure request subtypes.

  1. Click Tap Main Menu > Administration > Application Setup > Access Profiles > Generic Data Access Profiles. 
  2. Do one of the following:
    • Click Tap New. Enter a Name .
    • Select the profile. Click Tap Edit.
  3. (Optional) Enter a Description. 
  4. Select Request from Setup Category.
  5. Select Request Subtype from Setup Item.
  6. Select requests from Available. Click Tap the right arrow  . 
  7. Click Tap Save & Return.
  1. Click Tap Main Menu > Administration > Application Setup > Access Profiles > Function Access Profiles. 
  2. Do one of the following:
    • Click Tap New. Enter a Name .
    • Select a profile. Click Tap Edit.
  3. Select the role and functions. Click the plus (+) signs for child roles or functions.

    By default all functions are Disallowed.

    Note: Edit selections override View selections.

  4. Define the employee profile:

    Note: Normally, managers also have an employee profile.

    1. Click Tap Employee.
    2. Configure the following:

      Calendar Views for Employees: In Access Scope, select Allowed so that people can display the calendar for their schedule requests.

      Print Schedule: In Access Scope, select Allowed so that people can print their schedules.

      (Required) My Requests: In Access Scope, select Allowed so that people can display and submit their own schedule requests.

      Enable location schedule: In Access Scope, select Allowed so that employees can see the schedule for all employees who work the same jobs at the same location during a schedule period A repeating span of days in the schedule that is defined for administrative purposes, such as pay periods..

      In Access Unposted Schedule > Access Scope, select one of the following:

      • Disallowed (default): Display only posted schedules to employees. If managers edit a posted schedule, they must post it again before employees can display it. A schedule is posted only if all of the elements of the schedule are posted or if the schedule is empty.
      • Allowed: Display posted and unposted schedules to employees so that managers can edit a posted schedule and not have to post it again for employees to display it.
    3. Click Tap Save.
  5. Define the manager profile:
    1. Click Tap Manager — Department Manager.
    2. In Calendar Views for Managers > Access Scope, select Allowed so that managers can see the Calendars.
    3. Click Tap Scheduling.
    4. For ESS, configure the following:

      Schedule Shift Comments: In Access Scope, select Allowed so that managers can display comments in shifts and requests.

      Notes for Schedule Shift Comments: In Access Scope, select Allowed so that managers can display free-text notes in comments in shifts and requests.

      Enter Time Off: In Access Scope, select Allowed so that managers can enter time off directly on behalf of employees. The manager’s GDAP must contain at least one time-off request Request subtypes that employees use to request time off for vacation, illness or recovery, appointments, personal time, or other absences. Time-off requests can be configured to support many different employment scenarios. subtype.

      Enter Time Off in a signed off period: In Access Scope, select Allowed so that managers can enter time off for a signed-off period or a time period that spans both a signed-off and open period. The requests can be automatically approved or approved by the manager. If Enter Time Off is Disallowed, Enter Time Off in a signed off period is Disallowed too.

      Request Submission Control: In Access Scope, select Allowed so that managers can manage submission and request periods Defines a time span during which shifts can be changed by an approved request. for schedule requests from employees.

      Request Period Extended Access: In Access Scope, select one of the following:

      • Allowed: Managers can see request periods created by other managers as follows:

        The manager can view and edit the request periods of other managers if the manager has access to all of the employees who are included in the request period.

        The manager can only view the request periods of other managers if the manager has access to some of the employees who are included in the request period.

        The manager can neither view nor edit the request periods of other managers if the manager has access to none of the employees who are included in the request period, regardless of the setting of this access profile.

      • Disallowed (default): Managers can see only their own request periods.

      Recurrent / Rolling Periods: In Access Scope, select Allowed so that managers can select whether to repeat the employee visibility period Defines both the period when employees can submit requests (submission period) and the period when those request can be applied (request period). at specified intervals or a fixed time, or move the entire schedule forward by a day at a time.

      Multi-Group options: In Access Scope, select Allowed so that managers can schedule two or more groups of employees to submit scheduling requests.

      Employee Priority option: In Access Scope, select Allowed so that managers can schedule groups Assembles employees who share schedules or any other work characteristics. of employees according to the order defined in a specific Procedure Set Sorts employees, matches employees to an open shift, and assigns employees with the best match., and the rules specified in the Request Submissions by Employee Priority setup.

      Schedule and Open shift A shift that is scheduled for a job, but no employee is assigned to work it. visibility options: In Access Scope, select Allowed so that managers can allow employees to see the shifts that are already assigned to them and the shifts that are available.

      Team Definition Setup: In Access Scope, select Allowed so that managers can define teams to optimize guided recommendations Recommends to managers whether to approve or reject requests. The recommendations are based on coverage and accruals balances. for their organization and balance requests with coverage needs and accruals balances.

      Team Definition Setup Extended Access: In Access Scope, select Allowed so that managers can see all teams that have been defined by everyone in the organization.

      Guided Recommendations: In Access Scope, select Allowed so that managers can present information to help manage requests, and recommend whether to approve or refuse requests.

      Note: Guided Recommendations require that the requesting employee is a member of a team defined by a manager and that the approving manager has the Function Access Profile for Team Definitions set to Allowed.

    5. Select Edits to signed off time and select Allowed for the following as needed:

      Edit signed off time

      Allow override of Include In Totals

      Allow enable edits for employees

      Allow override of correction wage paycode A type of money paycode that converts historical correction hours into a wage amount that goes to payroll.

      Allow override of correction effective date

      Approve requests in signed off time: In Access Scope, select Allowed so that managers can approve time-off requests for a signed-off period or a time period that spans both a signed-off and open period.

    6. Click Tap Save.
    7. Click Tap Manager — Common Setup.

      For ESS, configure the following:

      Request Setup: In Access Scope, select Allowed so that administrators or managers can configure request subtypes.

      Paycode A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. Values Profiles (PCVP (Paycode Values Profile) Assigns different paycode behaviors to different groups of employees.): In Edit, select Allowed so that administrators or managers can create, duplicate, edit, activate, deactivate, and delete PCVPs.

      Day Type Rule Identifies the type of day so that the system filters days and processes accruals correctly.: In Edit, select Allowed.

      Day Type Equivalence Values Adjusts accrual balances according to the day type of absences: one absence day equals n accrual days.: In Edit, select Allowed so that administrators or managers can configure adjustments of accrual values by day type.

      Approval: In Edit and View, select Allowed so that managers can approve requests and see approvals of requests.

      Request Subtype Transitions Suspends a request between state transitions, such as pending and approved, while a business process completes a task. Example: Pause a process until a manager completes and submits a form.: In Edit and View, select Allowed so that managers can suspend a request while a business process An organized flow of activities or tasks that achieves a business goal. An automated business process minimizes the amount of paperwork and manual tasks to complete that process by way of automatic actions, online forms, and automatically generated messages. completes a task.

      Half Day Rules Links half-day shift and paycode edit boundary definitions, half-day paycode edit definitions, and shift templates for half-day time-off requests.: In Access Scope, select Allowed so that administrators or managers can configure links between half day shift and paycode edit boundary definitions, half day paycode edit definitions, and shift templates A shift that has a name and defined segments and attributes, but no date or assigned employee. for half-day time-off requests.

      Holiday Request Setting: In Edit and View, select Allowed so that managers can override the default holiday request setting when they enter time off.

      Calendar Views Setup: In Access Scope, select Allowed so that administrators or managers can configure Calendar views.

    8. Select Schedule Configuration.

      In Day Type Configuration > Edit, select Allowed.

    9. Click Tap Save & Return.

Associate the profiles

Make sure that the access profiles are associated with the relevant people. If you do not have access to People Information, contact the administrator who does have access.

  1. Click Tap Main Menu > Maintenance > People Information. Select a person.
  2. Click Tap Access Profiles.
  3. Select the access profiles.
  4. Click Tap Save  . 
  5. Repeat for other people.

Time-off requests are request subtypes that employees use to request time off for vacation, illness or recovery, appointments, personal time, or other absences. Time-off requests can be configured to support many different employment scenarios.

Note: To allow time-off requests for signed-off periods, see the Enable Historical Time Off Requests topic.

  1. Click Tap Main Menu  > Administration > Application Setup > Employee Self Service > Request Subtypes.
  2. Do one of the following: 

    Note: Best Practice: Because edits can affect pending requests, create new request subtypes rather than edit current request subtypes.

    • Click Tap New. Enter a Name .
    • Select one subtype. Click Tap Edit or Duplicate.
    • Select subtypes. You cannot delete subtypes that are being used. Click Tap Delete. Click Tap Yes to confirm.
  3. (Optional) Enter a Description. 
  4. (Optional) Enter a Symbol. A symbol is an abbreviation to be displayed in the workspace; it does not have to be unique and can be up to five characters long.
  5. In Request Type, select Time-Off.

    Note: You cannot change the request type after you save it.

  6. (Optional) Enter a Priority Order in which to list the subtypes.
    • Highest priority = 1.
    • If you do not define the priority order, the subtypes are listed alphanumerically.
  7. Select Display Accruals to display the employee’s projected accrual totals.
  8. (Optional) Allow Multiple Date Ranges — Select Display "Add Another" Button for Additional Dates to allow single, time-off requests to include non-consecutive days or multiple paycodes.
    • Best Practice: Because different paycodes can require different levels of approval, Managers and employees should not mix certain paycodes within a single request. Example: For paid time-off requests that require approval only by the direct manager, employees can mix the Vacation and Personal Day paycodes for different date ranges in the request. However, if Vacation requires approval by the manager, and Maternity Leave requires approval by the manager and human resources, submit separate requests for each of these paycodes so that the system can follow the correct approval settings.
    • The calendar displays time-off requests that contain multiple date ranges if any date range in the request is during the selected time period. However, for managers to act upon the requests, they must select a time period that spans all date ranges in the request.

      • Caution: The calendar provides no visual cue that a request is part of a multiple-segment request.

  9. Select Display Request Summary to display a summary of the request.
  10. Select Panel Order: Duration before Paycode to display the duration before the paycode
  11. Select Enter Hours as "Start Time + Duration" to require that hours be entered in start time and duration format The colon divides hours and minutes. Examples: For 40 minutes, enter 0:40. For 8 hours and 15 minutes, enter 8:15. Minutes need not be entered. For 3 hours, enter 3..
  12. Select Show Duration Field in My Time Off Tile A container that provides navigation or action from its summary view. if you want the Duration field displayed in the My Time Off tile. This field allows employees to select time-off periods associated with the symbolic amounts Instead of entering a specific amount for a paycode, a symbolic amount lets users enter a value such as full day, which translates to the number of hours in your shift. Other default symbolic amounts include half day, 1st half day, and 2nd half day. you configure for the request subtype. If displayed, the Duration field is required.
    Note:

    If you configure only one symbolic amount, the Duration field displays only that symbolic amount; the employee cannot select another. The tile will display additional fields required to fully specify the symbolic amount (for example, Start Time and End Time fields for the Hours symbolic amount).

  13. In Custom "Duration" Label, enter a different label for duration. This label is displayed on the Request Time Off slider and on the My Time Off tile if the Show Duration Menu in My Time Off Tile field is selected.
  14. In Custom "Paycode" Label, enter a different label for the default paycode.
  15. (Required) In Default Paycode, select a default, time-based paycode to replace the shift when the employee requests time off. This paycode is displayed by default in the Reason list of the My Time Off tile. The behavior of the default paycode (duration, symbolic source) is defined by the configuration of the request subtype.
    Note:

    Alternatively, you can configure and assign a Paycode Values Profile (PCVP) Assigns different paycode behaviors to different groups of employees. (PCVP) to override the behavior of the default request paycode. Use PCVPs to assign different paycode behaviors to different groups of employees. Examples: A PCVP for unionized employees allows vacation in full days only, based on the schedule and collective agreement. Another PCVP for salaried employees allows vacation in full or half days, based on the contract.

    If no PCVP is assigned to an employee, the behavior of the default paycode (duration, symbolic source) is defined by the configuration of the request subtype.

    See Paycode Values Profiles.

  16. To allow employees to select paycodes other than the default, select Display Additional Paycodes. These paycodes are displayed in the Reason list of the My Time Off tile.
    Note:

    The paycodes that are displayed in the Reason list are defined by the Paycode Values Profile (PCVP) or the Paycode Data Access Profile (DAP) that are assigned to the employee, and the Paycode Filter Set that is configured for the request subtype as follows:

    • If neither a PCVP nor a paycode filter set is configured, the available paycodes come from the paycode DAP.
    • If a PCVP is assigned to the employee, but a paycode filter set is not configured, the available paycodes are defined by the PCVP. The PCVP can include paycodes that are not in the paycode DAP.
    • If a PCVP is assigned to the employee and a paycode filter set has been configured in the request subtype, the available paycodes are only those that are in both the PCVP and paycode filter set, as well as the default paycode.
    • If a PCVP is not assigned to the employee, but a paycode filter set is configured, the available paycodes are only those that are in both the paycode filter set and paycode DAP, as well as the default paycode.

    See Paycode Filter Set.

  17. Symbolic values — Define a default symbolic value The sum of a symbolic source and at least one duration amount that employees can select when they request time off. for the paycode:
    1. In Default Symbolic Source, select one of the following:
      • Contract: Hours are based on contract terms.
      • Fixed: When you specify Fixed for the time-off request’s default symbolic source, paycode edits resulting from the time-off request will have the duration (Fixed Value) and start time (Default Start Time) specified here, regardless of whether the employee has a shift on their schedule, and regardless of the length and start time of the shift being replaced.

        Both of these fields are required when the Default Symbolic Source is Fixed:

        • In Fixed Value (hours), enter the duration of the paycode edit, from 0-24:00 hours.
        • In Default Start Time, enter the start time of the paycode edit, from 12:00 a.m.–11:59 p.m
      • Pattern: Hours are based on pattern templates A repeating pattern of shifts and paycodes that is saved with a name, but without dates or assigned employees..
      • Schedule: Hours are based on the schedule.
    2. Select at least one Default Symbolic Amount from Available that the employee can select. Click the right arrow.
      • Full — Entire shift that day.
      • Half — Half the total time of shifts that day.

        Note: The time off starts only when the first shift of the day starts. For other half-day amounts, click tap 1st Half, 2nd Half, or Hours.

      • 1st Half — Total time of the first half of the shift that day.
      • 2nd Half — Total time of the last half of the shift that day.
      • Hours: Employees can enter the number of hours.
  18. Select notifications — Always 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. 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.

    Note: If a selected business process or generic notification is deleted, the request subtype cannot be used. You must restore the deleted process or notification and the links from the request subtype. Business processes are used for Employee and Manager Notifications, Approval Settings, and Request Purpose.

    Select any of the following:

    • Employee Submission Notification: Select the type of notification to send to employees when their requests change status such as to confirm that their requests were submitted.
    • Employee Pending Notification: Select a notification to send to employees when a manager sets their schedule requests to pending status for approval or refusal later.
    • Employee Notification: Select a notification to send to employees when their requests change status.
    • Manager Notification: Select a notification to send to managers when requests change status, such as when employees submit or cancel a schedule request.

      Note: You can configure UKG Pro Workforce Management to send an employee’s Reports To manager an email with a calendar attachment (.ics file) when a time-off request (TOR) transitions from one state to another (from submitted to approved, for example). Contact your UKG Representative for more information.

    • Colleagues Notification: Select a notification to send to colleagues when submitting a request for time off. The employee selects the check box for Notify My Colleagues in the My Time Off tile. This notification works in conjunction with the colleagues who are identified in Team Definitions.
  19. Select approvals — Select any of the following:
    • Select Add Approved Request to Outlook Calendar to send approved requests to the employee's Microsoft Outlook calendar as a meeting request.

      Note: You must also select an Employee Notification.

      As an alternative, you can allow employees to configure subscriptions to their personal calendars on MS Outlook, Apple, and Google. See Configure Calendar Synchronization for more information.

      Caution: If paycodes are confidential for privacy or regulatory reasons, do not select this option.

    • Automatic Approval: Without manager intervention, automatically approve schedule requests when submitted, unless the request violates an employee rule.

      Note: Automatic Approval supersedes Approval Settings, including the Auto approval setting in Team Definitions. Only notifications configured in the request subtype Employee Notification and Manager Notification fields are sent; notifications configured in Approval Settings are not. See Define Teams for more information.

    • Automatic Approval for Cancellation: Select to automatically approve the cancellation of requests.
    • Allow Request Editing by Manager: Select to allow the manager to make changes to the request.
  20. (Optional) Configure cancellations — Configure the behavior of request cancellations.

    Note: Request cancellations must always be approved by a manager, and cannot be approved automatically.

    1. To allow employees and managers to submit requests to cancel approved requests, in Request Cancellation select one of the following:
      • Allow with Schedule Restoration (default): Select to allow the manager to approve or refuse requests to cancel time off. If approved, reassign the original shift to the employee, remove corresponding paycodes, and credit accruals. Over-coverage can result if the original shift is reassigned. If Automatically Create Open Shift is selected, schedule restoration behaves as described for Restore Schedule Only if Open Shift is Available.
      • Allow with Option to Restore Schedule at Approval: Select to allow the manager to approve but not restore the original shift, approve and restore the shift, or refuse the cancellation request.
      • Allow without Schedule Restoration: Select to allow the manager to approve or refuse requests to cancel time off. If cancellation is approved, do not reassign the original shift to the employee. The schedule of the employee is not restored to the previous state as before the time-off request was approved. In addition to the shift not being restored, any paycode that replaced the original shift is deleted. However, accruals are restored.
      • Disallow: Select to not allow cancellation and to not reassign the original schedule.
    2. Restore Schedule Only if Open Shift is Available: Select to make schedule restoration dependent upon available open shifts. The manager can approve or refuse requests to cancel time off. If the manager approves, the system verifies whether or not an open shift was created when the original request was approved, and if that or an equivalent open shift is available. An equivalent open shift has the same segments, start and end times, shift type, job, work rule, labor account, and shift label Replaces start and end times in the schedule with a compact, easier-to-read label. Example: Shift times are 4PM-12:30AM, and the shift label is Evening..
      • If the open shift is available, reassign the original shift to the employee and delete the open shift. Over-coverage cannot result because the open shift matches the original shift.
      • If the open shift is not available, do not reassign the original shift to the employee. Under-coverage can result because the open shift does not match the shift.
  21. Select verifications — Select any of the following:
    • Verify at Employee Submission (default): Select to validate requests when the employee submits the request and when the request is approved. If not selected, validate only when the request is approved.
    • Verify at Manager Submission: Select to validate requests when the manager submits the request on behalf of an employee and when the request is approved. If not selected, validate only when the request is approved.
  22. Open shifts — Select any of the following:
    • Automatically Create Open Shift: Select to change unassigned shifts into open shifts that are available for other employees. You must also select an Override Shift option.
    • Control Open Shift Creation at Approval: Select to allow managers to change unassigned shifts into open shifts when they approve requests.
    • Override Shifts on All Days Except Holidays: Select to replace an assigned shift with the paycode of the request. The paycode replaces the entire shift. Example: An employee requests time off for vacation. The system unassigns the shift and replaces it with the Vacation paycode.
    • Override Shifts on Holidays: Select to replace an assigned shift that falls on a holiday with the paycode of the request.

  23. Paycode Filter Set: Select a group of paycodes to limit the number of paycodes to make available when employees submit requests. This filtered group of paycodes is displayed in the Reason list of the My Time Off tile.

    Note:

    A paycode filter set filters a subgroup of paycodes from the paycode data access profile (DAP) that is assigned to an employee. The DAP defines all paycodes that this employee can access. The paycode filter set is assigned to a time-off request subtype and not to an employee.

    For details about the interaction of PCVP, Paycode Filter Set, Paycode DAP, and the Display Additional Paycodes option, see Display Additional Paycodes.

    Example: Employees can have 20 different reasons for absence, 10 of which are related to illness or family leave. You can do either of the following:

    • Create a generic TimeOff subtype from which the employee selects any one of the paycodes in the DAP. The available paycodes include those that are not related to illness or family leave, such as: vacation, time-in lieu, floating, personal.
    • Create a Sick paycode filter set that contains only the absence paycodes that are related to illness or family leave, such as: appointment, child illness, long-term illness, accident, maternity. This filter set reduces the number of paycodes in the list to only those that are relevant.
  24. (Optional) Approval settings — Select any of the following:
  25. In Holiday Request Setting, select whether to generate paycode edits for requests on holidays.
  26. In Unavailable Amount (hours) if the paycode supports unavailability, enter time, up to 24 hours (default), when the employee is not available. The unavailable period start time is the same as the paycode start time.
  27. Select a Request Subtype Transition to suspend a request while another business process completes tasks.
  28. Select Team Absence to display heatmaps and guided recommendations that are related to the absence quotas established for the employees' teams. This information is displayed in the time-off request slider, and it can be useful to employees when they are submitting a discretionary time-off request. However, heatmaps and guided recommendations might be irrelevant if the employee is requesting time off for a date they cannot change (to attend to a medical matter, take a sick day, or provide child care, for example). Because of this, you might not want to select this option for every request subtype you create. See Define Teams for more information about team absence quotas and guided recommendations.
  29. Guided Recommendations to Manager determines whether or not the system displays heatmaps and guided recommendations to the manager to approve or refuse a time-off request submitted by an employee on the manager' team. This setting is selected by default. Clear the selection if you do not want the system to display heatmaps and guided recommendations to the manager.
  30. Note: You might want to vary this setting for different types of time-off requests; requests for discretionary absences, such as paid time off, might have more strict guidelines for approval than a request for a non-discretionay absence, such as sick time, for example. See Define Teams for more information about guided recommendations and discretionary and non-discretionary absences.
  31. (Optional) Select Adjust Breaks Automatically to apply the break rules to the shifts assigned to the requesting employee when the request is approved. The break rules are declared in the Work Rule, which is part of the Pay Rule assigned to the employee.

    32. Note: This field can also used to determine which shifts are made available for employees submitting Open, Cover, Swap, and Self-schedule requests. See Ensure break compliance for employee self-service requests for more information.

  32. Enter Time Off Auto Approval determines whether or not the Auto Approve check box is displayed on the Enter Time Off panel and what its default setting is. The Enter Time Off Auto Approval check box has these options:
    • Enabled with default checked — the Auto Approve check box is displayed and it is selected. This is the default value for new and existing time-off requests when the Schedule Access Edit ACP feature switch is enabled. Based on this setting, time-off requests will be auto-approved when submitted.

    • Enabled with default unchecked — the Auto Approve check box is displayed but it is not selected. Based on this setting, time-off requests will not be auto-approved when submitted. However, the Auto Approve check box can be selected to allow auto-approval when the request is submitted.

    • Disabled — the Auto Approve check box is not displayed. The system does not auto-approve time-off requests when this setting is used for the request subtype.
  33. Click Tap Save & Return.

A shift swap is an exchange of shifts between employees. Swapping shifts is a two-step process. First, an employee offers one of their scheduled shifts to swap with a shift that another employee is scheduled to work. Second, the requested employee accepts or rejects the request.

  1. Click Tap Main Menu  > Administration > Application Setup > Employee Self Service > Request Subtypes. 
  2. Do one of the following: 

    Best Practice: Because edits can affect pending requests, create new request subtypes rather than edit current request subtypes.

    • Click Tap New. Enter a Name .
    • Select one subtype. Click Tap Edit or Duplicate.
    • Select subtypes. You cannot delete subtypes that are being used. Click Tap Delete. Click Tap Yes to confirm.
  3. (Optional) Enter a Description. 
  4. (Optional) Enter a Symbol. A symbol is an abbreviation to be displayed in the workspace; it does not have to be unique and can be up to five characters long.
  5. In Request Type, select Swap.

    Note: You cannot change the request type after you save it.

  6. (Optional) Enter a Priority order in which to list the subtypes.
    • Highest priority = 1.
    • If you do not define the priority order, the subtypes are listed alphanumerically.
  7. Select notifications — Always 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.

    Note: If a business process for a notification or a generic notification is deleted, the request subtype cannot be used. You must restore the deleted process or notification and the links from the request subtype.

    Select the following:

    • Employee (Requester) Notification: Select the notification to send to employees who request shift swaps such as to confirm that their requests were submitted, accepted, or rejected.
    • Employee (Recipient) Notification: Select the notification to send to employees when they are sent requests to swap shifts.
    • Manager Notification: Select the notification to send to managers when requests change status, such as when employees submit, respond to, or cancel a shift swap request Employees can exchange their scheduled shift with a shift scheduled for another qualified employee..
  8. Select Automatic Approval so that without manager intervention, shift swap requests are approved automatically when the recipient accepts, unless requests violate an employee rule.
  9. Select Allow Swap if Managers are Different to allow employees who have different managers to swap shifts.

    Note: When either or both the swap requester or swap request recipient are multiple assignments employees, the system uses the assignment's reports-to manager to compare managers. For single assignment employees, the system uses the employees' reports-to manager.

  10. Select Allow Swap With Unposted Shifts to allow employees to swap for shifts that are in a schedule that is not posted.
  11. Select Allow Employee Visibility Period The time period during which specified open shifts are visible to specified employees. Hyperfind A search engine that filters and selects groups of employees through queries that specify conditions or locations (criteria). Filtering to use Hyperfinds associated with active employee visibility periods as an additional eligible swap employee filter.
  12.  In Minimum Rule Severity to Validate, select a minimum severity level of schedule rules Defines restrictions and requirements to ensure that a schedule meets certain criteria. to block requests.
    • Not Considered — Requests that violate rules of any severity level are submitted.
    • Informational — Requests that violate rules of Informational, Warning, and No Save severity are not submitted.
    • Warning — Requests that violate rules of Warning or No Save severity are not submitted.
    • No Save — Requests that violate rules of No Save severity are not submitted.

      Note: If a request violates a schedule rule at this level or a more severe level, the request cannot be submitted; the status remains Draft. If a request violates rules of a lower severity, the request is submitted.

    Note: This field can also used to determine which shifts are made available for employees submitting Open, Cover, Swap, and Self-schedule requests. See Ensure break compliance for employee self-service requests for more information.

  13. For the system to recommend shifts to swap, select Enable Recommendations. See Configure Swap Recommendation Settings.
  14. In Employee (Requester) Schedule Tag A graphic on the schedule that identifies a specific characteristic that applies to a specific employee on a specific day. Not a shift or a pay code. Example: On call., select the schedule tag you want to associate with swap shift requests offered by the employee. This tag is displayed once the offer is accepted.
  15. In Employee (Recipient) Schedule Tag, select the schedule tag you want to associate with swap shift requests accepted by the employee. This tag is displayed once the offer is accepted.
  16. (Optional) Select Adjust Breaks Automatically to apply the break rules to the shifts assigned to the requesting employee when the request is approved. The break rules are declared in the Work Rule, which is part of the Pay Rule assigned to the employee.

    17. Note: This field can also used to determine which shifts are made available for employees submitting Open, Cover, Swap, and Self-schedule requests. See Ensure break compliance for employee self-service requests for more information.

  17. Click Tap Save & Return.

Request to Cover is a request from an employee for another employee to cover a scheduled shift. Unlike a shift swap request, the employee does not want to get another shift to work but rather wants another employee to take over a shift for them without taking another shift in exchange.

Cover requests can be offered to employees directly, or to the Shift Market, through which other employees can select a shift that has been offered. See The Shift Market for more information.

Note: Employees can submit a Request to Cover based on how the manager defines the request period in Manage Employee Visibility Periods. If the manager chooses a Rolling Period, employees may have to make a request several days previous to their chosen time. If the manager chooses Any Time, employees can submit a request up to a minute before the chosen time, but not after the shift starts.

Note: To include employees who are scheduled for on-call or standby shifts, see the Include On-Call Shifts in Requests to Cover topic.

  1. Click Tap Main Menu  > Administration > Application Setup > Employee Self Service > Request Subtypes. 
  2. Do one of the following: 

    Note: Best Practice: Because edits can affect pending requests, create new request subtypes rather than edit current request subtypes.

    • Click Tap New. Enter a Name .
    • Select one subtype. Click Tap Edit or Duplicate.
    • Select subtypes. You cannot delete subtypes that are being used. Click Tap Delete. Click Tap Yes to confirm.
  3. (Optional) Enter a Description.
  4. (Optional) Enter a Symbol. A symbol is an abbreviation to be displayed in the workspace; it does not have to be unique and can be up to five characters long.
  5. In Request Type, select Cover.

    Note: You cannot change the request type after you save it.

  6. (Optional) Enter a Priority order in which to list the subtypes.
    • Highest priority = 1.
    • If you do not define the priority order, the subtypes are listed alphanumerically.
  7. Select notifications — Always 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.

    Note: If a business process for a notification or a generic notification is deleted, the request subtype cannot be used. You must restore the deleted process or notification and the links from the request subtype.

    Select the following:

    • Employee (Requester) Notification: Select the notification to send to employees who request someone to cover a shift for them, such as to confirm that their requests were submitted, accepted, or rejected.
    • Employee (Recipient) Notification: Select the notification to send to employees when they are sent requests to cover shifts.
    • Manager Notification: Select the notification to send to managers when requests change status such as when employees submit, respond to, or cancel a request to cover a shift.

  8. In Recipients of Request Offer, select one of the following:

    • Offer to Employee — Allow the employee to offer the shift to selected employees.
    • Post to Market — Allow the employee to offer the shift to all eligible employees who have access to the Shift Market by way of their open shift request subtype.
    • Both — Allow the employee to select either of the previous options.

  9. Note: You can configure cover requests so that requests offered to the Shift Market are invalidated when the request expires. See "Enable automatic invalidation of Shift Market requests" later in this topic for more information.

  10. Select Automatic Approval so that without manager intervention, requests to cover shifts are approved automatically when the recipient accepts, unless requests violate an employee rule.
  11. Select Allow Cover if Managers are Different to allow employees who have different managers to cover shifts.
  12. Select Allow Cover With Unposted Shifts to allow employees to request cover for shifts that are in a schedule that is not posted.
  13. Note: If Allow Cover With Unposted Shifts is left unchecked by the manager and employees select an unposted shift, when they click tap the Cover My Shift link, no shifts are displayed in the Events tab.
  14. Select Employee Filter and Sort, which uses the call list to show the list of employees that can be selected. The call list must be defined previously in a procedure set.
  15. In Minimum Rule Severity to Validate, select a minimum severity level of schedule rules to block requests.
    • Not Considered — Requests that violate rules of any severity level are submitted.
    • Informational — Requests that violate rules of Informational, Warning, and No Save severity are not submitted.
    • Warning — Requests that violate rules of Warning or No Save severity are not submitted.
    • No Save — Requests that violate rules of No Save severity are not submitted.

      Note: If a request violates a schedule rule at this level or a more severe level, the request cannot be submitted; the status remains Draft. If a request violates rules of a lower severity, the request is submitted.

      Note: This field can also used to determine which shifts are made available for employees submitting Open, Cover, Swap, and Self-schedule requests. See Ensure break compliance for employee self-service requests for more information.

  16. (Optional) Select Approval settings.

    Note: If selected, Approval Settings override the Employee and Manager Notifications that are configured in the request.

    Approval settings apply only to requests that are Submitted or Pending.

    1. Reminder Template: Use only if you select Approval Settings that have reminder notifications. Select the business process to use for all reminder notifications in the Approval Settings and Approval Step Settings.
    2. Automatic Action Template: Use only if you select Approval Settings that have automatic actions. Select the business process to use for automatic actions in the Approval Settings and Approval Step Settings.
    3. (Optional) Request Purpose: Use only if you select Approval Settings. To override the Default Approval Sequence in the Approval Settings, select a purpose that assigns a sequence of approvers to the request. Purposes and Reviewer Lists must be selected in the employee’s People Record.
    4. (Optional) Select a Reviewer Override.
  17. (Optional) Employees can offer shifts to the shift market for other employees to request to work.

    Shift Market settings

    1. Select Show Other Employees in Shift Market to display the name of the employees who offer a market shift. If this option is not selected, market shifts are offered and accepted anonymously.
    2. In Market Shift Expiration Before Shift Start, enter the time (in minutes) before the shift start time when the open shifts in the market stop being available. This setting is to prevent last-minute changes to the schedule.

      Default = 0 minutes; employees can request to work a market shift up until the time it starts.

      Example: Enter 120 minutes to prevent employees from requesting to work a shift less than 2 hours before it starts.

  18. (Optional) In Allow Cover Requests for Partial Shifts, select the applicable partial shift criteria if you want employees to be able to offer partial shifts when they submit a request to cover. See Configure Partial Shift Criteria for more information.
  19. (Optional) Select Adjust Breaks Automatically to apply the break rules to the shifts assigned to the requesting employee when the request is approved. The break rules are declared in the Work Rule, which is part of the Pay Rule assigned to the employee.

    20. Note: This field can also used to determine which shifts are made available for employees submitting Open, Cover, Swap, and Self-schedule requests. See Ensure break compliance for employee self-service requests for more information.

  20. Click Tap Save & Return.

You can configure a request to cover so that requests submitted to the Shift Market are invalidated when the request expires. The invalidation of the request is automatic; the system sends a notification to the requester's Control Center when the request is invalidated.

To enable automatic invalidation of Shift Market cover requests:

  1. Ensure that the required feature switch (or system setting) is configured correctly. See Feature Switch (or System Settings ) for more information.
  2. Set Recipients of Request Offer to Post to Market or Both.
  3. Note: If you select Both and the employee submits the cover request directly to another employee, and not to the Shift Market, automatic invalidation of the cover request does not occur when the shift expires.
  4. In Market Shift Expiration Before Shift Start, enter a positive value. Choose a time period that gives the requester adequate time to respond to the invalidation notification so they can seek an employee to cover their shift if necessary.

Using the REST API

If you use the REST API for managing requests, you must set the Invalidate Cover Request API ACP to Allowed if you want to gain access to the endpoint that is used evaluate requests to determine if they should be invalidated based on the configuration:

  1. Click Tap Main Menu > Administration > Application Setup > Access Profiles > Function Access Profiles.

  2. Click Tap the function access profile name you want to give access to.

  3. Expand APIs.

  4. Expand Rest API.

  5. In Invalidate Cover Request API, select Allowedin the Access Scope column.

  6. Click Tap Save.

See Function Access Profiles for more information.

  1. Click Tap Main Menu   > Administration > Application Setup > Employee Self Service > Request Subtypes.

  2. Do one of the following: 

    • Click Tap New. Enter a Name.
    • Select one self-scheduling request setting.
    • Select the settings. Click Tap Edit or Duplicate.
    • Select the settings. Click Tap Delete. Click Tap Yes to confirm.
  3. Enter a Name.
  4. (Optional) Enter a Description. 
  5. For Symbol, enter ESS.
  6. For Request Type, enter Self-Scheduling.
  7. Use the Open Shift or Shift Template field to specify whether you want the system to display open shifts or shift templates to employees building their schedules. (Both shift types have the same appearance to the employee.) The possible set of shift templates available to the employee is determined by the shift templates in the shift template Data Access Profile assigned to the employee; the constraints defined in the request subtype (Minimum Shift Template Length (hours), Maximum Shift Template Length (hours), and Allow Over Coverage fields) as well as applicable schedule rules determine which shift templates are displayed to the employee when they create their request. (See Shift template Data Access Profiles and Configure schedule rule sets for more information.)
  8. Note: You cannot change the value of this field if the request subtype is associated with an open employee visibility period. See Manage Employee Visibility Periods for more information.
  9. Enter a Priority for this request, with 0 as the highest priority.

  10. In Minimum Rule Severity to Validate, select a minimum severity level of schedule rules to block requests.

    Open and shift template shifts that violate any configured schedule rules are filtered out from the list of available shifts that employees can request.

    • Not Considered — Requests that violate rules of any severity level are submitted.
    • Informational — Requests that violate rules of Informational, Warning, and No Save severity are not submitted.
    • Warning — Requests that violate rules of Warning or No Save severity are not submitted.
    • No Save — Requests that violate rules of No Save severity are not submitted.

      • Note: If a request violates a schedule rule at this level or a more severe level, the request cannot be submitted. If a request violates rules of a lower severity, the request is submitted.

    Note: This field can also used to determine which shifts are made available for employees submitting Open, Cover, Swap, and Self-schedule requests. See Ensure break compliance for employee self-service requests for more information.

  11. In Location Filtering, select an option from the drop-down menu:

    • Primary Job Only: This option shows employees only the open and shift template shifts that match their primary job.
    • Primary Location Only: This option shows employees only the open and shift template shifts that match their primary location, meaning that if you go up one level in the organization map, any job that falls below that level can apply to you.
    • Employee Transfer Set: This option shows employees all available open and shift template shifts.
  12. In Manager Notification, select the way in which you want the system to notify the manager when an employee submits a Self-Schedule Request.

  13. In Restrict Job Transfer Set to Scheduling Contexts, select the contexts from Available Scheduling Contexts. Click Tap the right arrow to move the contexts to Selected Scheduling Contexts.

  14. Allow Unrestricted Overlaps is checked by default to allow overlapping shifts at anytime. Clear the check box to restrict overlapping to 30 minutes.
  15. (For Shift Template type requests only.) In Minimum Shift Template Length (hours), enter the minimum number of hours in length a shift template must have in order to be displayed to employees when they make a self-schedule request. Shift templates with fewer hours than the value you specify are not displayed.
  16. (For Shift Template type requests only.) In Maximum Shift Template Length (hours), enter the maximum number of hours in length a shift template must have in order to be displayed to employees when they make a self-schedule request. Shift templates with more hours than the value you specify are not displayed.
  17. (For Shift Template type requests only.) Click Tap the Allow Over Coverage check box if you want the employee to be able to select shifts that would result in over coverage.

  18. Note: In certain circumstances, over coverage can result regardless of how this field is configured. This can occur when two or more employees using the same shift template simultaneously submit a request for the same job on the same day.

  19. Click Tap the Show Other Employees check box to display the People Also Working field on the Refine Shifts panel. Employees can use this panel when submitting a self-schedule request to help identify shifts they are interested in requesting. In addition to using colleagues to filter for preferred shifts, employees can also filter by location, job, and shift start and end times.
  20. (For Shift Template type requests only.) Click Tap the Show Coverage Information check box to display coverage information on the Request Self-Schedule panel. Coverage information — the number of employees scheduled versus the number of employees required for the schedule zone A span of time that repeats on a 24-hour cycle, used to measure coverage. Examples include Day, Evening, and Night zones. or shift set Contains a collection of shifts used to define workload (staffing) requirements for locations. Example: An organization has shifts that the majority of employees work: 7 AM-3 PM and 3 PM-11 PM. — is displayed as a pair of numbers, such as 3/4. These numbers are displayed with a color icon based on the color configured in coverage counting settings, and a label such as Fully Staffed or Understaffed to indicate coverage levels. (See Configure Coverage Counts for more information.)

  21. Note: The Coverage section is not displayed if your organization has created more than 12 schedule zone sets Contains non-overlapping schedule zones that together comprise a full day based on hours of operation for a location. or workload Specifies a number of employees needed for a certain job at a certain location over a certain span of time. shift sets. See Configure coverage by zone or shift set for more information.

  22. (For Shift Template type requests only.) In Show and Sort Employees Requesting Same Shift, select the procedure set you want to use to display the Employees requesting this shift section in the Request Self-Schedule panel. This section displays a list of employees who have requested the same shift for the same job. A number in the heading for this section displays the total number of employees who have requested the shift, including the employee making the current request. The name of the employee making the request is displayed in bold. Select <none> if you do not want to display this information to employees making self-schedule requests.

  23. Note: Only procedure sets with a context of Sort Employees are displayed here. See Build a sorting and matching procedure set for more information.

  24. (Optional) Select Adjust Breaks Automatically to apply the break rules to the shifts assigned to the requesting employee when the request is approved. The break rules are declared in the Work Rule, which is part of the Pay Rule assigned to the employee.

    25. Note: This field can also used to determine which shifts are made available for employees submitting Open, Cover, Swap, and Self-schedule requests. See Ensure break compliance for employee self-service requests for more information.

  25. Click Tap the Allow Submission of Partially Successful Requests check box if you want employees to be able to submit a self-schedule request when only some of the shifts they have selected are available. For example, imagine Employee A submits a request with these shifts: AM1, PM2, and PM3, but PM2 was approved for another employee while Employee A was in the process of submitting their request.
  26. If Allow Submission of Partially Successful Requests is:
    • Enabled, the employee is notified that two of the shifts they selected were successfully submitted (AM1 and PM3), but the one that was unavailable (PM2) was not.
    • Disabled, the entire request cannot be successfully submitted because not all of the selected shifts are available.
    • Note: Minimum Hours Per Week and Minimum Days Per Week rules are not validated if you enable this setting.
    • Note: This setting is valid only if Open Shift or Shift Template is set to Open Shift.
  27. Click Tap the Allow Submit and Add More Shifts check box if you want employees to be able to submit partial self-schedule requests and then add additional shifts to the same request at a later time.
  28. Note: Minimum Hours Per Week and Minimum Days Per Week rules are not validated if you enable this setting.
  29. Note: This setting is valid only if Open Shift or Shift Template is set to Open Shift.
  30. Click Tap Save & Return.
Warning:

If you create an Employee Visibility Period for a self-scheduling request with a submission period using Any Time or specify a long period of time, the self-scheduling request stays open for the entire period and does not close.

Although employees can edit their requests to add additional shifts, only the single self-scheduling request remains open.

Therefore, it is recommended to define a specific date range of a reasonable time frame, for example a few weeks or a month, and to set the Recurring Period for the Employee Visibility Period to reopen the submission period periodically.

A manager must define an open shift request type in Employee Visibility Periods for an employee to select an Open Shift request from the New Request menu.

  1. Click Tap Main Menu  > Administration > Application Setup > Employee Self Service > Request Subtypes.

  2. Do one of the following: 

    • Click Tap New. Enter a Name.
    • Select one self-scheduling request setting.
    • Select the settings. Click Tap Edit or Duplicate.
    • Select the settings. Click Tap Delete. Click Tap Yes to confirm.
  3. Enter a Name.
  4. (Optional) Enter a Description. 
  5. For Symbol, enter OS.
  6. In Request Type, select Open Shift.
  7. Enter a Priority order for this request, with 0 as the highest priority.
  8. Select the type of Employee Notification to use to notify the employee of the time when the submission period begins.
  9. Select the type of Manager Notification to use to notify the manager when:
    1. An employee submits an Open Shift Request and is waiting for the manager's action, for example to approve or refuse the request.
    2. The submission period is shorter than the sum of all the employee's time slots.
  10. In Minimum Rule Severity to Validate, select a minimum severity level of schedule rules to block requests.

    Open shifts that violate any configured schedule rules are filtered out from the list of available open shifts that employees can request.

    • Not Considered — Requests that violate rules of any severity level are submitted.
    • Informational — Requests that violate rules of Informational, Warning, and No Save severity are not submitted.
    • Warning — Requests that violate rules of Warning or No Save severity are not submitted.
    • No Save — Requests that violate rules of No Save severity are not submitted.

      Note: If a request violates a schedule rule at this level or a more severe level, the request cannot be submitted. An error message is displayed and the employee can edit the request.

      • Note: This field can also used to determine which shifts are made available for employees submitting Open, Cover, Swap, and Self-schedule requests. See Ensure break compliance for employee self-service requests for more information.

  11. From Employee Sort, select a Procedure Set to indicate the order of the employees in the manager's view of the Control Center Details Panel. If multiple employees have requested the same open shift, they are sorted by the defined Procedure Set in the Requesting Same Shift section, indicating the ranking of the employees who are making the request. If a Procedure Set is not selected, the employees are listed in alphabetical order, by default.

  12. Select an option from the Location Filtering drop-down menu.

    1. Primary Job Only: This option shows employees only the open shifts that match their primary job.
    2. Primary Location Only: This option shows employees only the open shifts that match their primary location, meaning that if you go up one level in the organization map, any job that falls below that level can apply to you.
    3. Employee Transfer Set: This option shows employees all available open shifts.
  13. In Restrict Job Transfer Set to Scheduling Contexts, select the contexts from Available Scheduling Contexts. Click Tap the right arrow to move the contexts to Selected Scheduling Contexts.

  14. (Optional) Select Approval settings.

    Note: If selected, Approval Settings override the Employee and Manager Notifications that are configured in the request.

    Approval settings apply only to requests that are Submitted or Pending.

    1. Reminder Template: Use only if you select Approval Settings that have reminder notifications. Select the business process to use for all reminder notifications in the Approval Settings and Approval Step Settings.
    2. Automatic Action Template: Use only if you select Approval Settings that have automatic actions. Select the business process to use for automatic actions in the Approval Settings and Approval Step Settings.
    3. (Optional) Request Purpose: Use only if you select Approval Settings. To override the Default Approval Sequence in the Approval Settings, select a purpose that assigns a sequence of approvers to the request. Purposes and Reviewer Lists must be selected in the employee’s People Record.
    4. (Optional) Select a Reviewer Override.
  15. Click Tap Show Other Employees to display the names of the other employees who are working the selected shift.
  16. (Optional) Shift Market

    In the Shift Market, employees can see shifts that other employees offer in addition to open shifts.

    1. Select Include Market Shifts.
    2. In Market Shift Filter, select one of the following:
      • Fill Both (default): Fill open shifts and market shifts at the same priority.
      • Fill Open Shifts Before Market Shifts: Hide market shifts until open shifts with the same job, start time, and end time are filled.
      • Fill Market Shifts Before Open Shifts: Hide open shifts until market shifts with the same job, start time, and end time are filled.
  17. (Optional) In Allow Request for Partial Open Shift, select the named set of partial open shift criteria you configured in Application Setup > Employee Self Service > Partial Shift Criteria if you want employees to be able to request partial open shifts. See Configure Partial Shift Criteria for more information.
  18. (Optional) Select Adjust Breaks Automatically to apply the break rules to the shifts assigned to the requesting employee when the request is approved. The break rules are declared in the Work Rule, which is part of the Pay Rule assigned to the employee.

    19. Note: This field can also used to determine which shifts are made available for employees submitting Open, Cover, Swap, and Self-schedule requests. See Ensure break compliance for employee self-service requests for more information.

  19. Click Tap Save & Return.

Note: For an employee to view Open Shifts and select Open Shift Requests, in the employee calendar, these items must be selected in Setup > Calendar Setup > Calendar Configuration, under Visible schedule items.

Employee Preferences request subtypes allow employees to express preferred shift locations and jobs, and general work preferences. The set of available locations and jobs displayed to the employee when making their request is determined by the employee's job transfer set (JTS) and, if applicable, the JTS associated with the employee's assignment. Examples of work preferences include the maximum number of days and nights the employee wants to work in a week, and the maximum number of shifts they want to work in a day. Work preferences are not limited by employee assignments.

Once approved, the system uses these preferences to sort shifts that are displayed to the employee when they make shift swap, open shift, and self-scheduling requests: shifts that match their preferences are identified and listed before those that do not.

These preferences are also used by the Schedule Generation tool when building employee schedules, and they are displayed on the Current Schedule page Employee Preferences add-on. See Track employee preferences for more information.

The employee submits location, job, and work preferences from their profile (Main Menu  > Edit Profile. See Edit Profile for more information.

  1. Click Tap Main Menu  > Administration > Application Setup > Employee Self Service > Request Subtypes.
  2. Do one of the following: 

    Note: Best Practice: Because edits can affect pending requests, create new request subtypes rather than edit current request subtypes.

    • Click Tap New. Enter a Name.
    • Select one subtype. Click Tap Edit or Duplicate.
    • Select subtypes. You cannot delete subtypes that are being used. Click Tap Delete. Click Tap Yes to confirm.
  3. (Optional) Enter a Description. 
  4. (Optional) Enter a Symbol. A symbol is an abbreviation to be displayed in the workspace; it does not have to be unique and can be up to five characters long.
  5. In Request Type, select Employee Preferences.

    Note: You cannot change this value after you save the request subtype.

  6. Priority. This field is not used by employee preference request subtypes.
  7. Employee Notification: Select a notification to send to employees when their requests change status.
  8. Employee Notification when Manager Changes Preference: Select a notification to send to employees when a manager changes the system-generated Job Preference score in the job preferences table in the employee's people information record (People Information > Timekeeping > Employee Role). See Timekeeping for more information.

    9. Note: Whether the manager or the employee has specified a given preference is tracked in the Employee Choice? column in the job preferences table.

  9. Note: This notification is also used for any changes the manager makes to work preferences. See Employee Preference Types: Override Schedule: For work preferences only, select the preferences configured by the employee that you want to allow to be overridden. If selected, when one of the specified employee preferences is overridden, the system uses these values to build schedule rule overrides, which are displayed on the employee's people information record (People Information > Scheduling > Schedule Rule Overrides). See Scheduling. for more information.

  10. Manager Notification: Select a notification to send to managers when requests change status, such as when employees submit or cancel a schedule request.
  11. Employee Preference Types: Select the preferences you want to allow the employee to be able to express using this request subtype. You can select one or more.
    • Jobs
    • Locations
    • Work

    Note: Work preferences are listed individually (Maximum days per week, Maximum hours per week, and so on).

  12. Employee Preference Types: Override Schedule: For work preferences only, select the preferences configured by the employee that you want to allow to be overridden. If selected, when one of the specified employee preferences is overridden, the system uses these values to build schedule rule overrides, which are displayed on the employee's people information record (People Information > Scheduling > Schedule Rule Overrides). See Scheduling.

  13. Note: Employees also receive notification for overrides to work preferences if you configure them.

  14. Automatic Approval: Without manager intervention, automatically approve employee preferences requests when submitted, unless the request violates an employee rule.
  15. (Optional) Approval settings — Select any of the following:
    • Approval Settings: If your organization requires multiple levels of approval, select the approval settings.
      Note:
      • Approval Settings override the Employee Notification and Manager Notification settings that are configured in the request.
      • For symbolic reviewers, the associated reviewer list works only with the Filter by Submitter setting.
      • You must select Approval Settings in order to set the remaining options.
    • Reminder Template: Only if you select Approval Settings that have reminder notifications. Select the business process to use for all reminder notifications in the Approval Settings and Approval Step Settings.
    • Automatic Action Template: Only if you select Approval Settings that have automatic actions. Select the business process to use for automatic actions in the Approval Settings and Approval Step Settings.

      Inactivity notifications

      • If the approval settings in the request include approval step settings that have Inactive Approver Notification and Inactive Approver's Manager Notification activated to send notifications when the system acts automatically, the workflow notification for these fields must be mapped to the Inactive Request event type. To configure the notifications, see the Configure Notifications for Schedule Requests topic. To configure automatic actions, see the Approval Settings and Approval Step Settings topics.
      • Then in Automatic Action Template, select the Automatic Action v3 business process. This process completes the automatic action (approve or refuse) in the Approval Setting and in the Approval Step Setting, and sends notifications to a manager and a manager's manager after the automatic action is completed.
    • Reviewer Override: Only if you select Approval Settings. To override the Default Approval Sequence in the Approval Settings, select the symbolic purpose that assigns a different Reviewer List when the request is made by specific employees. Symbolic Purposes and Reviewer Lists must be selected in the employee’s People Record.
  16. Click Tap Save or Save & Return when you are done.

Availability Change requests are request subtypes that employees use to request short-term changes to their availability or non-availability for work. The availability changes can be for a one-time event, a single day, or multiple days.

  1. Click Tap Main Menu  > Administration > Application Setup > Employee Self Service > Request Subtypes.
  2. Do one of the following: 

    Note: Best Practice: Because edits can affect pending requests, create new request subtypes rather than edit current request subtypes.

    • Click Tap New. Enter a Name.
    • Select one subtype. Click Tap Edit or Duplicate.
    • Select subtypes. You cannot delete subtypes that are being used. Click Tap Delete. Click Tap Yes to confirm.
  3. (Optional) Enter a Description. 
  4. (Optional) Enter a Symbol. A symbol is an abbreviation to be displayed in the workspace; it does not have to be unique and can be up to five characters long.
  5. In Request Type, select Availability Change.

    Note: You cannot change the request type after you save it.

  6. (Optional) Enter a Priority Order in which to list the subtypes.
    • Highest priority = 1.
    • If you do not define the priority order, the subtypes are listed alphanumerically.
  7. Select the Availability Types that you want to use from the Availability column and move one or more to the Selected column. You can select:

  8. Select any of the following:

    • Employee Notification: Select a notification to send to employees when their requests change status.
    • Manager Notification: Select a notification to send to managers when requests change status such as when employees submit or cancel a schedule request.
  9. In Unassign Shift on Unavailable Segment, select Never to unassign a shift that is on an unavailable segment or Always to always unassign a shift that is on an unavailable segment.

  10. (Optional) Select Automatic Approval. Without manager intervention, automatically approve schedule requests when submitted, unless the request violates an employee rule.

    Note: Automatic Approval supersedes Approval Settings including Auto Approval in Team Definitions. Only Employee Notifications and Manager Notifications configured in the request subtype are sent; notifications that are configured in Approval Settings are not.

  11. (Optional) Select Approval settings.

    Note: If selected, Approval Settings override the Employee and Manager Notifications that are configured in the request.

    Approval settings apply only to requests that are Submitted or Pending.

    1. Reminder Template: Use only if you select Approval Settings that have reminder notifications. Select the business process to use for all reminder notifications in the Approval Settings and Approval Step Settings.
    2. Automatic Action Template: Use only if you select Approval Settings that have automatic actions. Select the business process to use for automatic actions in the Approval Settings and Approval Step Settings.
    3. (Optional) Request Purpose: Use only if you select Approval Settings. To override the Default Approval Sequence in the Approval Settings, select a purpose that assigns a sequence of approvers to the request. Purposes and Reviewer Lists must be selected in the employee’s People Record.
    4. (Optional) Select a Reviewer Override.
  1. In Minimum Rule Severity to Validate, select a minimum severity level of schedule rules to block requests.
    • Not Considered — Requests that violate rules of any severity level are submitted.
    • Informational — Requests that violate rules of Informational, Warning, and No Save severity are not submitted.
    • Warning — Requests that violate rules of Warning or No Save severity are not submitted.
    • No Save — Requests that violate rules of No Save severity are not submitted.

      Note: If a request violates a schedule rule at this level or a more severe level, the request cannot be submitted; the status remains Draft. If a request violates rules of a lower severity, the request is submitted.

  2. Click Tap Save & Return.

Availability Patten Change requests are request subtypes that employees use to request long-term changes to their availability or non-availability for work.

  1. Click Tap Main Menu  > Administration > Application Setup > Employee Self Service > Request Subtypes.
  2. Do one of the following: 

    Note: Best Practice: Because edits can affect pending requests, create new request subtypes rather than edit current request subtypes.

    • Click Tap New. Enter a Name. Example: Enter Availability Pattern Change.
    • Select one subtype. Click Tap Edit or Duplicate.
    • Select subtypes. You cannot delete subtypes that are being used. Click Tap Delete. Click Tap Yes to confirm.
  3. (Optional) Enter a Description. 
  4. (Optional) Enter a Symbol. A symbol is an abbreviation to be displayed in the workspace; it does not have to be unique and can be up to five characters long.
  5. In Request Type, select Availability Pattern.

    Note: You cannot change the request type after you save it.

  6. (Optional) Enter a Priority Order in which to list the subtypes.
    • Highest priority = 1.
    • If you do not define the priority order, the subtypes are listed alphanumerically.
  7. Select the Availability Types that you want to use from the Availability column and move one or more to the Selected column. You can select:
    • Available: Employee is available to work during this time.
    • Unavailable: Employee is not available to work during this time. If employees are scheduled when unavailable, the system can generate a schedule rule violation.
    • Preferred Available: Employee prefers to work during this time.
    • Preferred Unavailable: Employee prefers not to work during this time.
  8. (Optional) Select a Default Availability Type.
  9. (Optional) Select a Default Time Period.
  10. (Optional) Select a Default Duration.
  11. (Optional) Select Set Duration as Non-Editable to prevent anyone from changing the duration.
  12. In Day of Week Start, select the day of the week to start the pattern or select <any>.

    Note: Changes to an availability pattern update the schedule pattern or can create a new pattern.

  13. Select any of the following:
    • Employee Notification: Select a notification to send to employees when their requests change status. Example: Availability Pattern for Employee.
    • Manager Notification: Select a notification to send to managers when requests change status such as when employees submit or cancel a schedule request. Example: Availability Pattern for Manager.
    (Optional) Select Automatic Approval. Without manager intervention, automatically approve schedule requests when submitted, unless the request violates an employee rule.

    Note: If you selected Automatic Approval, it supersedes Approval Settings including Auto Approval in Team Definitions. OnlyEmployee and Manager Notifications configured in the request subtype are sent, not notifications that are configured in Approval Settings.

  14. (Optional) Select Approval Settings.

    Note: If selected, Approval Settings override the Employee and Manager Notifications that are configured in the request.

    Approval settings apply only to requests that are Submitted or Pending.

  1. In Minimum Rule Severity to Validate, select a minimum severity level of schedule rules to block requests.
    • Not Considered — Requests that violate rules of any severity level are submitted.
    • Informational — Requests that violate rules of Informational, Warning, and No Save severity are not submitted.
    • Warning — Requests that violate rules of Warning or No Save severity are not submitted.
    • No Save — Requests that violate rules of No Save severity are not submitted.

      Note: If a request violates a schedule rule at this level or a more severe level, the request cannot be submitted; the status remains Draft. If a request violates rules of a lower severity, the request is submitted.

  2. In Unassign Shift on Unavailable Segment, select Never to unassign a shift that is on an unavailable segment or Always to always unassign a shift that is on an unavailable segment.

  3. (Optional) Select Approval settings.

    Note: If selected, Approval Settings override the Employee and Manager Notifications that are configured in the request.

    Approval settings apply only to requests that are Submitted or Pending.

    1. Reminder Template: Use only if you select Approval Settings that have reminder notifications. Select the business process to use for all reminder notifications in the Approval Settings and Approval Step Settings.
    2. Automatic Action Template: Use only if you select Approval Settings that have automatic actions. Select the business process to use for automatic actions in the Approval Settings and Approval Step Settings.
    3. (Optional) Request Purpose: Use only if you select Approval Settings. To override the Default Approval Sequence in the Approval Settings, select a purpose that assigns a sequence of approvers to the request. Purposes and Reviewer Lists must be selected in the employee’s People Record.
    4. (Optional) Select a Reviewer Override.
  4. Click Tap Save & Return.