Manage request periods

Managers can define the periods when employees can submit schedule requests, and the corresponding periods to which the requests can apply.

For example: In a given year, a company may decide to allow employees to request vacation for the period from May 1 to August 31 (the request period), but that they must submit their vacation requests between January 1 and April 15 (the submission period). For vacations in the designated request period, the software prevents employees from submitting requests outside the submission period.

View employee request periods

  1. From the Main Menu, select Maintenance > Employee Visibility Periods.
  2. Adjust the page for optimal viewing:
    • Filter Row— Click Tap , then Show or Hide filters row to show or hide a row of filters just below the column headers.
    • Column Display— Click Tap to show a list of columns you can show or hide. You can also hide a column by selecting in the column header and selecting Hide Column or show it again by similarly selecting Show Column.
    • Sort by one column— To sort by a column, select the column header. An up-arrow appears in the header to indicate an ascending sort. Click Tap the column header again and the down arrow indicates a descending sort. You can also select in the column header to sort by that column
    • Sort by multiple columns— To sort by a second column, select in a different column header and select Sort Ascending or Sort Descending. A small number 1 appears next to the arrow in the header of the column that sorts first, and a small number 2 appears in the header of the column that sorts second. You can also similarly sort by a third or additional columns.

Add or edit employee request periods

  1. From the Main Menu, select Maintenance > Employee Visibility Periods.
  2. Select a row and click tap Add Period or click tap Edit Period . Depending on your selection, the Add Period or Edit Period panel opens.
  3. Enter or change the Name for the request period.
  4. In the Request For box, select a configured request type.
  5. (Optional) Enter a Description of the request type.
  6. (Optional) Select the Suppress Event Notification check box to prevent the system from sending notifications to the employee group after you create a request period.
    Note: In the manager's Function Access Profile, the Override Alert Event Configuration must be set to Allowed.
  7. Complete the following sections:
    Group Type— Select from Single group or Multi group.
    • For a Single group, select a group from the Employee Query drop-down list.
    • For Multi group, click Add Group to list as many groups as necessary. Use the up arrow and down arrow to change the order.
    • Employee Query— Select a group from the drop-down list.
    • Open submission period by Employee priority— Select to open and close the employee submission period in a sequential manner, according to seniority or ranking within the organization.
    Recurring Period— Select Yes or No. For recurring periods, provide the following information:
    • Repeat every— Enter the number of days, weeks, or months.
    • Until— Select Forever or Specify Date and provide an ending date.
    • Rotate Groups— If you are using multiple groups, select Cyclical, for example, (a, b, c) - (b, c, a) - (c, a, b) or Sequential. for example, (a, b, c) - (a, b, c) - (a, b, c)

    Rolling Period— Define how the entire schedule moves forward by a day at a time. The employee can request a schedule change after x number of days from that day (to give lead time to the manager) for a specific time period or for an unlimited time. Provide the following information:

    Note: You cannot use a rolling period for multiple groups.
    • Open period— Enter the number of days after the current date for the request period to start.
    • Close period— Enter the number of days after the current date for the request period to end.
    • Never close request once opened— Select to keep the request period open indefinitely.
    Submission Period— Define the time period whan an employee can submit a request for schedule changes.
    • Any Time
    • Specify Time— Enter the submission period's starting and ending date and time
    Request Period— Define the date range when a request can occur:
    • Any Time
    • Specify Date— Specify the request period's starting and ending date
    Schedule and Open Shift Visibility— Define whether employees can see the unposted schedule during the submission period and available open shifts. Select the following check boxes as necessary:
    • Allow employees to see unposted schedule during open submission period
    • Allow employees to see open shifts during the submission period
  8. Click Tap Preview to verify how the Request Period glance will appear. When satisfied, click tap Apply.

Delete employee request periods

  1. From the Main Menu, select Maintenance > Employee visibility periods.
  2. Click Tap in the first column of the row.
  3. Click Tap Yes to confirm.
  4. Click Tap Save.