Life Cycle of an Offered Shift

The following summarizes the sequence of events when an employee offers a shift. Click on the link to navigate to more detailed descriptions.

Step 1: The requesting employee offers a shift

Step 2: Offered schedules icons are displayed in portal screens

Step 3: The accepting employee accepts the offered shift

Step 4: The supervisor handles the offer request

• Supervisor approves offer request
• Supervisor denies offer request

Step 1: Employee Offers a Schedule

An employee offers a schedule in the self schedule grid. This employee is the "requesting employee".

To offer a schedule, complete the following steps:

1. From the tool bar, select the Employees icon.
2. Click on the My TimeCard button in the left pane.

   Note: Authorized users can submit requests for other employees. Use the Employee Search page to find and open the employee record.

3. Click on the Open Self Schedule button in the Employee Actions section in the left pane.
4. Navigate to the schedule to be offered. Highlight the activity code on the My Schedule portion of the self scheduling grid.

   The Posted Schedule dialog appears.

   Note: If the Offer Shift button does not appear on the schedule, either offering schedules has not been configured for the organization unit, or this schedule is not in the time frame allowed for Offering schedules. For more information on setting these values, see the Configuration section>Scheduling card>Staffing Configuration screen>Self Schedule tab>Shift Offering Access card.

5. Click on the Offer Shift button.
6. The schedule now is displayed in the grid with the Offered icon to the left of the schedule . The employee offering the schedule is the "requesting employee".
7. Other employees are able to pick up the schedule by highlighting the shift in their self scheduling screen and Accepting the shift. This employee is the "accepting employee". See the documentation on Accepting an Offered Schedule.
   • If another employee accepts the offered shift, the following applies:
     • A notification is sent out to the requesting employee that the shift has been accepted, and to the supervisor that there is a change in the status of an offered schedule.
     • The shift is added to the schedule of the accepting employee and is removed from the schedule of the requesting employee.
     • The request is added to the My Trade Requests screen of the Home page for the accepting employee and the icon is updated to Accepted Offer for both employees.
   • If no other employee accepts the offered shift by the expiration date for offering a schedule, the Offered icon is no longer visible, and the employee receives a notification that the offer has expired.

Shift Offers are handled (Approved, Denied, or Canceled) by authorized users through the Trade Requests screen in the Actions section>Approval card. For more information, see Handling Trade/Offer Requests.

Step 2: Offer icons are displayed in the portal screens

1. A Request is created with a status of Requested and is visible in the My Trade Request card on the Home page of the requesting employee.
   • A supervisor is able to view this request at this point through the Action section>Approval screen>Trade Requests screen or through the Schedule screen in the Actions section>Scheduling card>Schedule>Schedule Tools buttons>Review Requests screen. They are able to Deny or Cancel the offered schedule by clicking on the Deny or Cancel button.

Step 3: The accepting employee accepts the offered shift

1. Another employee is able to pick up the schedule by highlighting the offered shift in the grid, and clicking the Accept Offer button. This is the "accepting employee".

To accept an offered shift from another employee, complete the following steps:

1. From the tool bar, select the Employees icon.
2. Click on the My TimeCard button in the left pane.

   Note: Authorized users can submit requests for other employees. Use the Employee Search page to find and open the employee record.

3. Click on the Open Current Schedule button in the Employee Actions section in the left pane.
4. In the employee grid, highlight the cell of the offered schedule you would like to accept and click.

   

   The Offered Schedule dialog appears.

5. Click on the Accept Offer button.
6. The system validates the schedule to determine if any scheduling assignment rules are being violated by adding the shift, based on the Shift Offer Selection Style assigned on the Self Schedule Tab in the Staffing Configuration screen of the organization unit. If rules are being violated, a warning message is displayed. The user may have the option to override the warning and continue with the save.
7. Enter any Accepting Comments.

   Any comments that were entered by the employee accepting the offered schedule.

The accepted shift is added to the schedule of the accepting employee and removed from the schedule of the requesting employee.

• A request is created in the My Trade Request card on the Home page screen of the accepting employee with a status of Requested .
• The request icon is updated to Accepted Offer in the My Trade Request card on the Home page for the requesting employee.
• If Event Subscriptions are set up, the supervisors with data access to either employee are notified when the request is submitted. The offering employee is also notified that the shift has been accepted.

Step 4: The supervisor handles the offer request

1. The supervisor can now approve or deny the trade request through the Action section>Approval screen>Trade Requests screen or through the Schedule screen in the Actions section>Scheduling card>Schedule>Schedule Tools buttons>Review Requests screen.
2. If no other employee accepts the offered schedule by the expiration date for offering a schedule, the Offered icon is no longer visible in the self scheduling grid, and the employee is notified, "Your offer . . . has expired." Note: This expiration date is determined by the Shift Offer End Advance Days value in the Configuration section>Staffing Configuration screen>Self Scheduling tab>Shift Offering Access card.

Supervisor Denies or Cancels Offer Request

If the request is Denied or Canceled:

• The shift reverts back to the originally scheduled requesting employee.
• The request status is updated to Denied or Canceled in the My Trade Request card on the Home page for the requesting employee.

The employee is notified when the status of the request is updated, if he or she has signed up for Event Subscriptions.

NOTE: If the reverted schedule causes a rule violation, such as causing the employee to go into overtime or having the schedule overlap another schedule, the supervisor receives a validation message that may be overridden.

Supervisor Approves Offer Request

If the request is Approved:

• The request status is updated to Approved in the My Trade Request card on the Home page for both requesting and accepting employees.
• Both employees are notified when the status of the request is updated via notifications, if they have set up Event Subscriptions.