Request Self-Scheduling from My Schedule

The Assignmentsfield 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.

Quick Shift Select

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.

If you next:

• 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 A shift that has a name and defined segments and attributes, but no date or assigned employee., 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 solid red block if the day has one or more available shifts
• A purple block if you are already scheduled for one or more shifts on that day
• 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.

Displaying common shifts

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 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.
• 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.

• A View Details  button that displays summary and detail information about that shift. Scroll buttons () let you view information for all the other shifts in the self-schedule period one shift at a time. You can also select the shift from this panel.

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 A span of time that repeats on a 24-hour cycle, used to measure coverage. Examples include Day, Evening, and Night zones. or workload Specifies a number of employees needed for a certain job at a certain location over a certain span of time. 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. 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.
• A color icon associated with the coverage label

• A coverage label (Fully Staffed, Overstaffed, or Understaffed)

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.

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.

4. (Optional) Click Tap the Refine  button, then:

• 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.

5. (Optional) Click Tap the dates on the calendar on which you wish to work one or more shifts. The shifts list under the calendar is filtered to show shifts for only those dates.
6. In the shifts list below the calendar:
   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.
7. (Optional) Review your self-schedule request by referring to the calendar, or by clicking Review  to get more detailed information.
8. Note: Shifts are listed by week. Use the Show Calendar  button to toggle the display to a calendar format; use the Show List button to return the display to the default list format.
8. (Optional) Click Tap Edit Request to make any changes, such as removing or adding shifts, or changing the currently selected job to add shifts from another job. If you change jobs in the Jobs drop-down, currently selected shifts remain in the the self-schedule request.
9. Click Tap Submit to submit the self-schedule request.
10. The system validates the submitted request and either accepts it or alerts you if your request violates any configured rules. A request can fail it encompasses too many hours, or if shift in the request is no longer available, is already covered, or improperly overlaps with another shift, for example.
11. Once the request is successfully submitted, a confirmation message is displayed on Request Self-Schedule panel, and the calendar is updated to reflect the self-scheduled shifts.
10. Click Tap X or Cancel to close the Request Self-Schedule panel when you have finished.

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.
4. Click Tap Submit to submit your request.
5. 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.
5. Click Tap X or Cancel to close the Request Self-Schedule panel when you have finished.