# Employee Scheduling System - User Guide This guide will help you manage your work schedules, set your availability, apply for leave, and claim open shifts. Whether you're an employee or a manager, this guide has everything you need to get started. --- ## Table of Contents 1. [Getting Started](#getting-started) 2. [Understanding Your Role](#understanding-your-role) 3. [Visual Process Flows](#visual-process-flows) 4. [For Employees](#for-employees) 5. [For Managers](#for-managers) 6. [Understanding Schedule Status](#understanding-schedule-status) 7. [Notifications & Alerts](#notifications--alerts) 8. [Frequently Asked Questions](#frequently-asked-questions) --- ## Getting Started ### What is the Employee Scheduling System? The Employee Scheduling System helps you and your team manage work schedules efficiently. You can: - ✅ View your upcoming shifts - ✅ Set your availability preferences - ✅ Apply for time off - ✅ Claim available shifts - ✅ Get notified about schedule changes - ✅ Track your work hours and wages ### Accessing the System 1. Log in to your account using your company credentials 2. Navigate to the **Scheduling** section from the main menu 3. You'll see different options based on your role --- ## Visual Process Flows These flowcharts show you exactly how different processes work in the system. ### 🕐 Employee Availability Process **How it works when you set your availability:** ```mermaid flowchart LR A([👤 Employee Sets Availability]) --> B[📝 Save as Draft] B --> C[📤 Submit for Approval] C --> D[📧 Manager Notified] D --> E{👔 Manager Reviews} E -->|✅ Approve| F[🎉 Approved] E -->|❌ Reject| G[📧 Employee Notified] F --> H[📅 Shows in Scheduling] G --> I([Employee Can Resubmit]) style A fill:#e3f2fd style F fill:#c8e6c9 style G fill:#ffcdd2 style H fill:#c8e6c9 ``` **Steps:** 1. ✅ You set your available/unavailable times 2. ✅ Save it as a draft (you can edit) 3. ✅ Submit for manager approval 4. ✅ Manager gets email notification 5. ✅ Manager approves or rejects 6. ✅ You get notified of the decision 7. ✅ If approved, it's used for scheduling --- ### 🌴 Leave Application Process **How your leave request is processed:** ```mermaid flowchart TD A([👤 Employee Applies for Leave]) --> B{✅ Check Leave Balance} B -->|❌ Not Enough| C[❌ Request Denied] B -->|✅ Has Balance| D{Check for Shift Conflict} D -->|❌ Shift Exists| E[❌ Cannot Apply Cancel Shift First] D -->|✅ No Conflict| F{Check Blackout Days} F -->|❌ Is Blackout| G[❌ Leave Not Allowed] F -->|✅ Available| H[✉️ Request Submitted] H --> I[⏳ Status: Pending] I --> J{👔 Manager Reviews} J -->|✅ Approve| K[🎉 Leave Approved] J -->|❌ Reject| L[❌ Leave Rejected] K --> M[📧 Confirmation Email Sent] L --> N[📧 Rejection Email Sent] style A fill:#e3f2fd style K fill:#c8e6c9 style L fill:#ffcdd2 style C fill:#ffcdd2 style E fill:#ffcdd2 style G fill:#ffcdd2 ``` **Steps:** 1. ✅ Select dates and leave type 2. ✅ System checks your balance 3. ✅ System checks for shift conflicts 4. ✅ System checks blackout days 5. ✅ Request is submitted to manager 6. ✅ Manager approves or rejects 7. ✅ You receive email notification --- ### 🎯 Claiming an Open Shift **How to claim and get approved for an open shift:** ```mermaid flowchart LR A([👤 Employee Sees Open Shift]) --> B{Check Your Schedule} B -->|❌ Conflict| C[Cannot Claim Overlapping Shift] B -->|✅ Available| D[👆 Click Claim Shift] D --> E[📤 Claim Request Submitted] E --> F[📧 Manager Notified] F --> G{👔 Manager Reviews} G -->|✅ Approve| H[🎉 Shift Assigned to You] G -->|❌ Reject| I[❌ Claim Rejected] H --> J[📅 Shows on Your Schedule] I --> K([Shift Remains Open]) style A fill:#e3f2fd style H fill:#c8e6c9 style J fill:#c8e6c9 style I fill:#ffcdd2 ``` **Steps:** 1. ✅ Browse available open shifts 2. ✅ Check if it conflicts with your schedule 3. ✅ Click "Claim This Shift" 4. ✅ Manager gets notification 5. ✅ Manager approves or rejects 6. ✅ If approved, shift appears on your schedule --- ### 📋 Manager: Creating & Publishing Schedules **Complete workflow from creating shifts to final approval:** ```mermaid flowchart TD A([👔 Manager Creates Shifts]) --> B{Check for Conflicts} B -->|❌ Employee on Leave| C[⚠️ Warning Shown Cannot Assign] B -->|❌ Shift Overlap| C B -->|✅ No Issues| D[💾 Save as Draft] D --> E[📝 Draft Status Not Visible to Employees] E --> F{Ready to Publish?} F -->|No| G[Keep Editing] F -->|Yes| H[📢 Publish Schedule] H --> I[📧 Employees Notified] I --> J[👀 Employees Can View Schedule] J --> K{Final Review OK?} K -->|Need Changes| L[Make Edits] K -->|All Good| M[✅ Approve Schedule] M --> N[🔒 Schedule Locked] N --> O[📧 Approval Confirmation Sent] L --> H style A fill:#e3f2fd style D fill:#fff9c4 style H fill:#bbdefb style M fill:#c8e6c9 style N fill:#c8e6c9 ``` **Steps:** 1. ✅ Create shifts and assign employees 2. ✅ System checks for conflicts automatically 3. ✅ Save as draft (only you can see) 4. ✅ Publish when ready (employees notified) 5. ✅ Employees can view published schedules 6. ✅ Make final edits if needed 7. ✅ Approve to lock the schedule 8. ✅ Everyone gets confirmation --- ### 👥 Complete Team Scheduling Flow **The big picture - how everything works together:** ```mermaid flowchart TD subgraph "📅 Week 1: Planning" A[👔 Manager Reviews Team Availability] B[👔 Checks Leave Requests] C[👔 Creates Draft Schedule] end subgraph "📅 Week 2: Publishing" D[📢 Manager Publishes Schedule] E[📧 Team Gets Notifications] F[👀 Team Views Schedule] end subgraph "📅 Week 3: Adjustments" G[👤 Employees May Claim Open Shifts] H[👔 Manager Reviews Claims] I[✅ Manager Approves Schedule] end subgraph "📅 Week 4: Execution" J[👥 Team Works Approved Shifts] K[📊 System Tracks Hours & Wages] end A --> B --> C --> D --> E --> F --> G --> H --> I --> J --> K style D fill:#bbdefb style I fill:#c8e6c9 style K fill:#c8e6c9 ``` --- ## Understanding Your Role The system has different features depending on your role: ### 👤 **Employee** As an employee, you can: - View your assigned shifts - Set your weekly availability - Apply for leave - Claim open shifts - View your work hours and forecasted wages ### 👔 **Manager** As a manager, you can do everything an employee can, plus: - Create and assign shifts to your team - Publish and approve schedules - Review availability requests - Approve or reject leave applications - Create open shifts for team members to claim - View team forecasts (hours, wages, staffing) ### 🔑 **Administrator** Administrators have full access to: - All employees across all branches - System-wide settings - Shift templates - Employee groups and leave policies --- ## For Employees ### 📅 Viewing Your Schedule #### Step 1: Access Your Schedule 1. Click on **My Schedule** from the main menu 2. You'll see your shifts displayed in a calendar or list view #### Step 2: Understanding Your Shift Details Each shift shows: - **Date and Day** - **Start Time** (when your shift begins) - **End Time** (when your shift ends) - **Shift Name** (e.g., Morning Shift, Evening Shift) - **Role** (your position for this shift) - **Status** (Draft, Published, or Approved) #### Different Views - **Weekly View**: See all your shifts for the week with total hours - **Monthly View**: See shifts across the entire month - **Hourly View**: See detailed breakdown by hour ### 🕐 Setting Your Availability Your availability tells managers when you prefer to work or when you're unavailable. > **📊 See the [Availability Process Flowchart](#-employee-availability-process) above for a visual guide!** #### Step 1: Go to Availability Settings 1. Navigate to **My Availability** 2. Click **Set Availability** #### Step 2: Choose Your Days 1. Select the day(s) of the week (Monday through Sunday) 2. You can set different availability for each day #### Step 3: Set Your Time Preferences 1. **If you're available:** - Choose "Available" - Select your start and end times - Example: Available Monday 9:00 AM - 5:00 PM 2. **If you're unavailable:** - Choose "Unavailable" - Select the time range you cannot work - Example: Unavailable Wednesday 2:00 PM - 6:00 PM #### Step 4: Save and Submit 1. Click **Save** to save your availability as a draft 2. Click **Submit for Approval** to send it to your manager > **💡 Tip**: You can set your availability for the whole day by selecting "Whole Day Available" or "Whole Day Unavailable" #### Step 5: Wait for Approval - Your manager will receive your availability request - You'll get a notification when it's approved or rejected - Approved availability is shown in green - Rejected availability is shown in red ### 🌴 Applying for Leave > **📊 See the [Leave Application Flowchart](#-leave-application-process) above for a visual guide!** #### Step 1: Go to Leave Application 1. Navigate to **Apply Leave** 2. Click **New Leave Request** #### Step 2: Check Your Leave Balance Before applying, check your available balance: - **Paid Leave**: Time off with pay - **Sick Leave**: For illness or medical appointments - **Unpaid Leave**: Time off without pay The system shows how many days you have remaining for each type. #### Step 3: Fill Out Leave Details 1. **Select Leave Type** (Paid, Sick, or Unpaid) 2. **Choose Date(s)**: Click on the calendar to select one or multiple days 3. **Enter Reason**: Briefly explain why you need leave 4. **Review Balance**: Make sure you have enough leave balance #### Step 4: Submit Application 1. Click **Submit Leave Application** 2. The system will check for any conflicts: - ❌ If you have a shift assigned on that day, you cannot apply for leave - ❌ If it's a blackout day (busy period), leave may not be allowed - ❌ If you've exceeded monthly limits #### Step 5: Track Your Request - **Pending**: Waiting for manager approval (Yellow) - **Approved**: Your leave is approved (Green) - **Rejected**: Your leave was not approved (Red) You'll receive email and in-app notifications about your leave status. > **⚠️ Important**: You cannot apply for leave if you already have an approved shift on that day. Cancel your shift first. ### 🎯 Claiming Open Shifts Open shifts are available shifts that haven't been assigned to anyone yet. You can claim them if you're available! > **📊 See the [Open Shift Claiming Flowchart](#-claiming-an-open-shift) above for a visual guide!** #### Step 1: View Open Shifts 1. Go to **Team Schedule** or **Available Shifts** 2. Look for shifts labeled "Open Shift" #### Step 2: Review Shift Details Check the: - Date and time - Role required - Shift length - Your current schedule (make sure it doesn't conflict) #### Step 3: Claim the Shift 1. Click on the open shift 2. Click **Claim This Shift** 3. Confirm your claim request #### Step 4: Wait for Approval - Your manager receives your claim request - They'll review and either approve or reject it - You'll get notified of the decision > **💡 Tip**: Only claim shifts you can definitely work. Claiming and then canceling creates scheduling issues. ### 📊 Viewing Your Work Hours 1. Navigate to **My Schedule** 2. Select the date range (week or month) 3. You'll see: - **Total Hours Worked** - **Forecasted Wages** (based on your hourly rate) - **Number of Shifts** This helps you track your expected earnings for the pay period. --- ## For Managers ### 👥 Creating and Assigning Shifts > **📊 See the [Schedule Creation Flowchart](#-manager-creating--publishing-schedules) above for a visual guide!** #### Step 1: Access Schedule Management 1. Go to **Team Schedule** or **Manage Schedules** 2. Select the date range you want to schedule #### Step 2: Create a New Shift 1. Click **Add Shift** or click on a date in the calendar 2. Fill in shift details: - **Employee**: Select who to assign (or leave as "Open Shift") - **Date**: When the shift occurs - **Start Time**: When the shift begins - **End Time**: When the shift ends - **Shift Template**: Choose from predefined shifts (Morning, Evening, Night) - **Role**: What position they'll work - **Notes**: Any special instructions #### Step 3: Check for Conflicts The system automatically checks: - ✅ **No overlapping shifts**: Employee doesn't have another shift at the same time - ✅ **No leave conflicts**: Employee hasn't applied for leave on this day - ✅ **Availability warning**: You'll see if the employee marked themselves unavailable > **⚠️ Force Add Option**: If an employee is marked unavailable but you still need to assign them, you can force add the shift. They'll be notified. #### Step 4: Save as Draft - Click **Save** - The shift is saved but NOT visible to employees yet - You can make changes before publishing ### 📢 Publishing Schedules Employees can only see shifts after you publish them. #### Step 1: Review Draft Shifts 1. Go to **Manage Schedules** 2. View all draft shifts for the selected period 3. Make any final changes #### Step 2: Publish Shifts 1. Select the date range 2. Click **Publish Schedule** 3. Confirm publication **What happens:** - All draft shifts change to "Published" status - Employees receive email notifications - Shifts appear on employee schedules - Shifts are still editable ### ✅ Approving Schedules Published shifts need final approval before they're locked in. #### Step 1: Review Published Shifts 1. Go to **Manage Schedules** 2. Filter by "Published" status 3. Review all shifts in the date range #### Step 2: Approve Schedules 1. Select the date range 2. Click **Approve Schedule** 3. Confirm approval **What happens:** - Shifts change to "Approved" status - Employees receive approval confirmation - Shifts are now finalized (harder to change) - System marks them as confirmed > **💡 Tip**: Only approve schedules when you're certain. Approved shifts should rarely change. ### 🔄 Unpublishing Schedules If you need to make significant changes to a published schedule: 1. Select the published date range 2. Click **Unpublish Schedule** 3. Confirm unpublishing **What happens:** - Shifts return to "Draft" status - Employees lose visibility - You can make changes freely ### 👍 Reviewing Employee Availability #### Step 1: Access Availability Requests 1. Go to **Team Availability** 2. You'll see all submitted availability requests #### Step 2: Review Each Request For each employee's availability: - See which days/times they prefer to work - See which days/times they're unavailable - Check if it fits your scheduling needs #### Step 3: Approve or Reject 1. Click on the availability request 2. Choose: - **Approve**: Accept their availability preferences - **Reject**: Decline (they'll need to discuss with you) 3. Add notes if needed **Notification:** - Employee receives email notification - They see the status update in the app > **💡 Best Practice**: Communicate with employees about rejected availability to find a solution. ### 📝 Managing Leave Requests #### Step 1: View Leave Requests 1. Navigate to **Leave Management** 2. Filter by: - **Pending**: Awaiting your decision - **Approved**: Already approved - **Rejected**: Previously declined #### Step 2: Review Each Request For each leave application, check: - Employee name and leave dates - Leave type and reason - Their remaining leave balance - Current schedule conflicts The system shows warnings if: - ❌ Employee has a shift on that day - ❌ Too many people already on leave - ❌ Insufficient leave balance #### Step 3: Make Your Decision **To Approve:** 1. Click **Approve** 2. Confirm approval 3. Employee receives confirmation email **To Reject:** 1. Click **Reject** 2. Add a reason (helps employee understand) 3. Employee receives rejection email > **⚠️ Important**: Once approved, leave should rarely be revoked. Employees plan around approved leave. ### 📊 Viewing Team Forecasts Track your team's hours and costs. #### Step 1: Access Forecasts 1. Go to **Team Schedule** 2. Select the date range 3. Enable forecast view #### Step 2: View Overall Forecast You'll see totals for the selected period: - **Total Employee Hours**: Sum of all shift hours - **Total Wage Cost**: Based on hourly wages - **Number of Employees Scheduled** #### Step 3: View Daily/Hourly Breakdown - **Daily Forecast**: Hours and costs per day - **Hourly Forecast**: Hour-by-hour staffing levels (helps identify understaffed periods) > **💡 Use This For**: Budget planning, identifying gaps in coverage, optimizing labor costs ### 🎯 Managing Open Shift Claims When employees claim open shifts, you need to approve them. #### Step 1: View Claim Requests 1. Go to **Open Shifts** or **Claim Requests** 2. See all pending claims #### Step 2: Review Each Claim For each request: - Employee name - Their current schedule - Shift details - Request date #### Step 3: Approve or Reject 1. **Approve**: Employee is assigned the shift, receives confirmation 2. **Reject**: Shift remains open for others to claim ### 📋 Using Shift Templates Save time by creating reusable shift templates. #### Step 1: Create Templates 1. Go to **Shift Master** or **Shift Templates** 2. Click **Add New Shift Template** 3. Define: - Shift name (e.g., "Morning Shift") - Standard start time (e.g., 9:00 AM) - Standard end time (e.g., 5:00 PM) #### Step 2: Use Templates When creating shifts: 1. Instead of entering times manually 2. Select from your templates 3. Times auto-fill (you can still adjust) > **💡 Common Templates**: Morning Shift, Afternoon Shift, Night Shift, Weekend Shift --- ## Understanding Schedule Status ### 📊 Shift Status Indicators
StatusWhat It MeansFor EmployeesFor Managers
**Draft** 📝Shift is being plannedNot visible to youCan edit freely
**Published** 📢Schedule is releasedYou can see itCan still edit
**Approved** ✅Schedule is finalConfirmed shiftLocked in
**Unpublished** 🔙Schedule was retractedNo longer visibleBack to draft
### 🎨 Color Coding Different shift types may have different colors: - **Morning shifts**: Often shown in light blue - **Evening shifts**: Often shown in orange - **Night shifts**: Often shown in dark blue - **Open shifts**: Often shown in gray or outlined (Colors are customizable by your administrator) --- ## Notifications & Alerts ### 📧 Email Notifications You'll receive emails for: - ✉️ New shifts assigned to you - ✉️ Schedule published/approved - ✉️ Availability request status - ✉️ Leave approval/rejection - ✉️ Open shift claim status ### 🔔 In-App Notifications Real-time alerts appear in the app for: - 🔔 Schedule changes - 🔔 New open shifts available - 🔔 Urgent manager messages - 🔔 Reminder about upcoming shifts ### ⚙️ Notification Settings Customize your preferences: 1. Go to **Settings** or **Preferences** 2. Select **Notifications** 3. Choose what you want to be notified about 4. Select delivery method (Email, App, SMS if available) --- ## Frequently Asked Questions ### General Questions **Q: How far in advance will I see my schedule?** A: This depends on your manager's scheduling practices. Typically, schedules are published 1-2 weeks in advance. **Q: Can I trade shifts with coworkers?** A: This depends on your company's policy. Check with your manager about the shift swap process. **Q: What if I can't work a scheduled shift?** A: Contact your manager as soon as possible. You may need to find coverage or request leave. ### For Employees **Q: Why can't I apply for leave on a specific date?** A: Common reasons: - You have an approved shift on that day (cancel shift first) - It's a blackout day (busy period) - You don't have enough leave balance - Monthly leave limit reached **Q: My availability request was rejected. What now?** A: Talk to your manager to understand why and work out a solution that works for both. **Q: Can I claim multiple open shifts?** A: Yes, as long as they don't overlap with your existing schedule. **Q: How do I know if my claim was approved?** A: You'll receive a notification and email. The shift will appear on your schedule if approved. **Q: What's the difference between "unavailable" and "requesting leave"?** A: - **Unavailable**: Standing preference (e.g., "I prefer not to work Sundays") - **Leave**: Specific time off request for a particular date **Q: Can I see how much I'll earn this pay period?** A: Yes! View your schedule and it will show forecasted wages based on your hourly rate. ### For Managers **Q: What happens if I delete an approved shift?** A: The employee will be notified. Use this carefully as it affects their expected income. **Q: Can I assign an employee who has leave approved?** A: No, the system prevents this to avoid conflicts. **Q: What's the difference between publishing and approving?** A: - **Publishing**: Makes schedule visible to employees (still editable) - **Approving**: Finalizes and confirms the schedule (locked) **Q: How do I handle overstaffing/understaffing?** A: Use the hourly forecast view to see staffing levels throughout the day. Adjust shifts accordingly. **Q: Can I copy last week's schedule?** A: Yes! Use the "Copy From Past Week" feature to duplicate a previous schedule. **Q: What if an employee isn't showing up in my list?** A: They may be: - In a different branch - Not in your management hierarchy - Marked as inactive - Not assigned a schedulable role **Q: How do I create an open shift?** A: When creating a shift, select "Open Shift" as the employee instead of a specific person. ### Leave Management **Q: What's a blackout day?** A: Dates when leave requests aren't allowed due to business needs (e.g., holiday rush, major events). **Q: How is leave balance calculated?** A: Based on your employee group's annual allocation minus leaves already taken this year. **Q: What's the monthly leave limit?** A: Prevents all leave being used at once. Limits how many days per month you can take per leave type. **Q: Can I cancel approved leave?** A: Contact your manager. They can update the status in the system. --- ## Tips for Success ### For Employees ✨ 1. **Set your availability early**: Helps managers plan better and gives you shifts you prefer 2. **Check your schedule regularly**: Respond quickly to any changes 3. **Plan leave in advance**: Better chance of approval 4. **Keep the app notifications on**: Stay informed about schedule updates 5. **Communicate with your manager**: If you have scheduling conflicts or concerns ### For Managers 🎯 1. **Publish schedules consistently**: Employees appreciate predictability 2. **Respect approved availability**: It builds trust with your team 3. **Use forecasts**: Avoid overstaffing (high costs) or understaffing (poor service) 4. **Respond to requests promptly**: Don't leave employees waiting 5. **Communicate changes**: If you must change an approved schedule, explain why 6. **Use shift templates**: Saves time on repetitive scheduling 7. **Plan for busy periods**: Schedule extra staff during known rush times --- ## Getting Help ### Need Assistance? 1. **Contact Your Manager**: For scheduling questions or conflicts 2. **HR Department**: For leave policies or system access issues 3. **IT Support**: For technical problems or login issues 4. **User Guide**: Refer back to this guide for step-by-step instructions ### Reporting Issues If you encounter a problem: 1. Note the date, time, and what you were trying to do 2. Take a screenshot if possible 3. Report to your manager or IT support 4. Include any error messages you saw --- ## Quick Reference Guide ### Common Actions
I Want To...EmployeeManager
See my scheduleMy ScheduleTeam Schedule
Set when I can workMy AvailabilityTeam Availability
Request time offApply LeaveLeave Management
Claim an open shiftAvailable ShiftsOpen Shifts
See my hours/payMy Schedule (View Hours)Team Forecast
Get notificationsSettings → NotificationsSettings → Notifications
### Status Meanings
Icon/StatusMeaning
📝 DraftNot visible to employees yet
📢 PublishedVisible but not final
✅ ApprovedConfirmed and locked
⏳ PendingWaiting for approval
✅ ApprovedRequest was accepted
❌ RejectedRequest was declined
--- ## Conclusion The Employee Scheduling System makes managing work schedules simple and transparent. By following this guide, you can: - ✅ Stay on top of your work schedule - ✅ Communicate your availability - ✅ Plan your time off effectively - ✅ Find additional work opportunities - ✅ Track your hours and earnings **Remember**: Communication is key! If you have questions or concerns, don't hesitate to reach out to your manager. Happy scheduling! 🎉