Advanced Scheduling: Employee Views
Advanced Scheduling: Employee Views
This guide provides an overview of how employees interact with Advanced Scheduling, including viewing their schedules, accessing open shifts, and submitting shift swap or coverage requests.
Understanding the employee experience can help managers answer questions and provide support when scheduling issues arise.
1. Employee View of Schedule
Employees can view their schedules through the main navigation menu or the My Time Keeping section.
To access the schedule:
Navigate to Main Menu > My Information > My Schedule > Schedule.
Alternatively, hover over the My Time Keeping icon and select My Schedule.
The schedule view allows employees to see their scheduled workdays and review shift details.
Key features include:
Scheduled Days: Highlighted days on the calendar indicate when an employee is scheduled to work. Selecting a day displays the schedule details.
Calendar Navigation: Employees can use the arrows to move between months and view upcoming or previous schedules.
Show Open Shifts: If enabled and applicable, employees can select this option to view available open shifts.
Sync Schedule: Employees can use this option to sync their work schedule with a personal calendar, where supported.
Manager note: An employee's ability to view or interact with open shifts depends on the organization's scheduling configuration and applicable permissions.
For detailed instructions, refer to the employee guide: [Viewing Your Schedule — HERE].
2. Shift Swaps and Coverage Requests
Depending on company policy and scheduling settings, employees may have the option to request a shift swap or submit a coverage request for a scheduled shift.
When these options are available, employees will see the Manage Shift icon next to the applicable shift on their schedule.
The available options and request timeframes depend on the organization's configuration.
Shift Swap
A shift swap allows an employee to exchange a scheduled shift with another eligible employee, typically one who has the required skill or role.
The general process is as follows:
The employee selects the Manage Shift icon and chooses Swap Shift.
The employee selects an eligible employee and the shift they would like to exchange.
The request is submitted to the other employee for review.
Depending on company settings, manager approval may also be required before the swap is finalized.
Once all required approvals are complete, the employees' schedules will reflect the updated shifts.
For step-by-step instructions, refer to the employee guide: [Swapping Shifts & Requesting for Coverage (Drop Shift) — HERE].
Requesting Shift Coverage
A coverage request allows an employee to request that another eligible employee take responsibility for a scheduled shift, rather than exchanging shifts.
The general process is as follows:
The employee selects the Manage Shift icon and chooses Request Coverage or the applicable coverage option.
The employee selects the eligible employee(s) to notify about the available shift.
The request is submitted, and the selected employee(s) receive a notification to pick up the shift.
Depending on company settings, manager approval may be required before the request is finalized.
Once the request is fully processed, the schedules should reflect the change.
For step-by-step instructions, refer to the employee guide: [Swapping Shifts & Requesting Shift Coverage (Drop Shift) — HERE].
3. Manager Considerations and Troubleshooting
When assisting employees with scheduling questions, keep the following in mind:
Options may vary: Shift swap and coverage features are only available when enabled by company policy and applicable scheduling settings.
Time restrictions may apply: Employees may not be able to submit requests outside the permitted timeframe.
Approvals may be required: Some requests require approval from the receiving employee, a manager, or both.
Confirm the final schedule: Employees should verify that their schedule reflects the approved change. If a shift still appears or the request status is unclear, they should contact their manager to confirm their scheduling responsibilities.
Mobile access: Employees can also access Advanced Scheduling through HCMtoGo, where supported.
If an employee cannot access a feature or their schedule does not reflect an expected change, review the applicable company settings and follow your organization's established support process.
4. Additional Employee Resources
Employees can find additional scheduling instructions through the Help (!) icon on their home screen widget or by accessing the employee scheduling guides.
Refer employees to the appropriate guide for detailed instructions: