Life Cycle of a Traded Shift

The following summarizes the sequence of events when employees trade schedules. Click on the link to navigate to more detailed descriptions.

Step 1: The requesting employee enters a trade

Step 2: Traded schedules icons are displayed in portal screens

Step 3: The accepting employee handles the request

• Accepting employee approves trade
• Accepting employee cancels trade

Step 4: The supervisor handles the request

• Supervisor approves trade request
• Supervisor denies trade request

Step 1: The employee submits a trade request

An employee submits a trade request through the self scheduling screen. This employee is the "requesting employee".

To trade a schedule with 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 Self Schedule button in the Employee Actions section in the left pane.
4. Highlight the activity code on the My Schedule portion of the self scheduling grid.
5. Click on the Trade button.

   Note: If the Trade button does not appear on the schedule, either Trading has not been configured for the organization unit, or this schedule is not in the time frame allowed for Trading schedules.

6. Trading options are highlighted on the Employee Grid on the lower section.

   The following validations are automatically done to determine which shifts get highlighted. At this point in the process, the Selection Style you chose is not validating; that validation occurs after a trade is attempted.

   • Both employees must have profile permissions to the shifts that are to be traded.

     Example: Emp1 is trading SchedA. Emp2's shift is SchedB. Emp1 must have profile permissions to SchedB and Emp2 must have profile permissions to SchedA.

   • The shift lengths must be the same (not including lunch lengths).
   • There can be no overlap of either of the traded shifts with other existing (non-traded) shifts.
   • There can be no overlap of either of the traded shifts with other situations causing either employee to not be available.

     Example: Either employee has an overlapping education class, approved unavailability, approved recurring unavailability, or other approved calendar requests. Pending requests are not considered in this validation.

   Note: If employees are allowed to select shifts that are not highlighted, the new shift may be of a different length than the original shift, and the employee may not be eligible to work it without exceeding approved or overtime hours.

   • The setting to determine if employees can trade ONLY with shifts that are highlighted is set up on Organization Unit Indicator Self Scheduling Standard 2.

     Organization Unit Indicator Self Scheduling Standard 2 is used to determine whether an employee can only select highlighted shifts to trade. The highlighted shifts are of the same length as the current shift and also indicate that the employee has profile permission to work it.

     Note: If this value is set to N, be sure to assign a Selection Style that will verify the employee is qualified to work the traded shift and that that the employee will not exceed allowable hours values.

     Valid Values:

     N	Employees can select any shift as the target for a trade.
     P	The choice is not made a this level. Refer to the parent organization unit(s) to determine the setting.
     Y	Employees can only select the highlighted shifts as the target for a trade.

   • The setting to determine if employees can trade with shifts that are NOT in the same week is set up on Organization Unit Indicator Self Scheduling Standard 1.

     Organization Unit Indicator Self Scheduling Standard 1 is used to determine whether an employee can select shifts in a different week than the original shift.

     Note: If the trade date range is further in the future than the 'Future Pay Period Instances" have been defined, a warning message will be generated. The solution is to add more future pay period instances. This is done through the Configuration section>System card>Pay Group screen>General tab>Future Pay Group Instances field. Bottom of Form 1

     The number of FUTURE pay group instances that should be created beginning with the date of the current pay group instance, as indicated in the Pay Period Begin date on the Pay Group Instance tab.

     Valid Values:

     N	Employees can only trade with other shifts in the same week.
     P	The choice is not made a this level. Refer to the parent organization unit(s) to determine the setting.
     Y	Employees can trade with any shift in the displayed period.

   

7. In the Employee Grid, click on the schedule to be traded.

   The trade dialog appears.

8. Enter any Comments in the free-form text field.
9. To continue with the save, click on the Submit Trade button.
10. The system validates both trading employee shifts submitted to determine if any scheduling assignment rules are being violated by the trade, based on the Shift Trade Selection Style assigned to the Self Schedule Tab on the Staffing Configuration screen of the organization unit. If any rules are being violated, a message is displayed. The user may have the option to override the warnings and continue with the trade.

    The traded shifts for both employees are displayed with an icon to the left of the activity code, indicating they are pending approval.

11. If Event Subscriptions are set up, the supervisors with data access to either employee are notified when the request is submitted.

Step 2: Traded schedule icons are displayed in the portal screens

Once the trade has been submitted, icons are displayed on the Schedule screen and on the self-scheduling screens for the traded shifts. There are also icons displayed in the Trade Requests screen, so the employees can monitor the status of the trade.

• The accepting employee must accept the request.
• The system assumes denial. This means the traded shifts remain assigned to the original employees in the Schedule screen. They are not assigned to the trading employees until the request is approved by the accepting employee.
• On the Schedule screen, the trade request icon is displayed and the request is visible on the Requests tab at the bottom of the screen.
• A rules validation is done using the Shift Trade Selection Style chosen in the Staffing Configuration screen.
• The request appears on the My Trade Requests screen of both the requesting and accepting employee with a status of Waiting Review .

  Note: Supervisors cannot approve the trade request until it has been approved by the accepting employee; however, they can deny the request at any time.

Step 3: The accepting employee handles the request (if required)

The accepting employee can accept or cancel this trade from the My Trade Request screen by clicking on the folder to the left of the record to open it, and then click on the Accept or Cancel button in the left pane. Note: A supervisor may accept or cancel this schedule for the employee by opening the Action section>Approval screen>Trade Requests, searching for the record and clicking on the Accept or Cancel button in the left pane.

Accepting employee accepts trade

If the trade is accepted by the accepting employee:

• The accepting employee must enter a comment upon acceptance of the trade if Org Unit Self Scheduling Standard Indicator 7 is set to Y. If this indicator is set to N, a comment is optional.
• A rules validation is done using the Shift Trade Selection Style chosen in the Staffing Configuration screen.
• The traded schedules are displayed on the schedule grid with the trade request icon .
• The request status is updated to Requested 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 a notification, if they have set up Event Subscriptions.

  Employees can sign up to receive a notification when certain events occur. The notification to receive are selected by the employee through the Preferences screen>My Preferences card>Event Subscriptions.

  Notifications can be received via email, or as a message (in the employee's My Unread Messages screen on the Home page, in the Messages screen in the Actions section>Employee card), or both.

  The Messages action option opens a screen to view new or existing messages, or to create a new message using the wizard. Messages that have been read can be marked as Read and saved, or they can be deleted.

  • Messages are displayed in a list format. The list can be sorted by any of the columns by clicking on the column label name. An arrow appears to the left of the column to indicate whether the list is being sorted in ascending or descending order. Click on the heading label again to change the sort direction.
  • Click the card arrow on a record to open the record and view the details. If there is more than one page of messages, the message must be closed (by clicking on the card arrow) before scrolling to another page of messages.
  • For information on creating and sending a new message, see Steps for Adding a New Message.

    Note: Messages can also be viewed on the employees' Home page under the Messages notifications heading by selecting the View Messages button. The wizard can be accessed by clicking on the Add Message button from this section as well.

  The My Unread Messages card displays any messages sent to the employee which are not marked as Read. The screen displays an icon for High or Low priority messages, shows the severity of the message, indicates if there is an attachment, shows who sent the message, displays the subject of the message, and shows the date and time the message was sent.

  To open and read a message, click the folder icon to the left of the message. Once a message is opened, it is marked as Read, and is automatically removed from the My Unread Messages card because it is no longer unread.

  To bring a read message back to the My Unread Messages screen, click on the View Messages button open the Actions section>Employee card>Messages screen. Check the box to the left of the record and click on the Mark as Unread button.

  • Messages that have been read are still available in the Actions section>Employee card>Messages screen. To permanently remove the message, check the box to the left of the record and click on the Delete Selected button.

  

  The following fields are displayed on this card:

  Folder

  Click on the folder icon to open the record and view the details. This will take the user to the Actions section>Employee card>Messages screen so the user can open and view all messages.

  Priority

  The priority icons can be assigned by the user sending the message to indicate the importance of the message. When the Normal priority is selected, no icon is displayed.

  	High Priority	Indicates that this message was sent with a high priority.
  	Low Priority	Indicates that this message was sent with a low priority.

  Severity

  This field shows the severity level of system-generated notifications. The severity level icon displayed is determined by the severity level assigned to the notification. Messages sent by other users have a severity level of Informational.

  	Critical	Indicates that this message has a status of Critical. Depending on settings, the employee may be locked out from badging into the system with a critical message relating to Licenses or Education Requirements. Note: Contact your supervisor if you are locked out due to a Critical message.
  	Warning	Indicates this message has a status of Warning. The employee may have to complete an action. If not completed by a certain date a related Critical message may be issued (for example, renew a license or education requirement.)
  	Informational	Indicates that this message is used to relay information to the employee. An action may need to be taken by a certain date or a related Warning message may be used.

  Status

  Unread

  Indicates that this message has a status of unread. Once a message has been opened, the status is automatically reset to Read and this icon is no longer displayed.

  Attachment

  Attachment

  Indicates this message has an attachment. Click on the icon to open the Attachment page, and a link to the attached document.

  From

  Indicates the user who sent the message. If the message is generated by the system as a result of a Notification Subscription, this field displays System Account.

  Subject

  The heading that describes the message.

  Date

  The date and time this message was sent.

  More About Date Value Fields

  When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.

  More About Time Value Fields

  When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).

  • The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
    • Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
    • Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
    • The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
    • If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
    • If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
    • Enter midnight as 00:00; enter noon as 12:00.
  • If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
    • Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.

  Action Buttons

  The following actions are available at the bottom of the grid:

  Add Message

  Click on the Add Message button to open a wizard to create and send a new message.

  For more information on creating a new message, see Steps for Adding a New Message.

  View Messages

  Click on the View Message button to open the Actions section>Employee card>Messages screen. From this screen, the user can view messages that were previously marked as Read, can update the status of a message to Read or Unread, can permanently Delete a message or create a New Message.

  The following actions are available in the left pane when the View Messages button is enabled:

  Delete Selected

  The Delete button is used to remove one or more records from a screen.

  To delete a record, complete the following steps:

  1. Click on the selection box to the left of each record to be deleted.

     A check mark is displayed

  2. Click the Delete button.
  3. If a single record is open, select the Delete button (there are no boxes to select the record).
  4. A message is displayed verifying the record should be deleted. Click on Yes to continue.

  Mark as Read

  To indicate that a message has been read, check the box to the left of the message and then click on the Mark as Read button. The message no longer appears on the My Unread Messages card on the Home page.

  To change the status of a Read message back to Unread, check the box to the left of the message and then click on the Mark as Unread button. The message now appears again on the My Unread Messages card on the Home page.

  Mark as Unread

  To change the status of a Read message back to Unread, check the box to the left of the message and then click on the Mark as Unread button. The message now appears again on the My Unread Messages card on the Home page.

  New Message

  Click on the New Message button to open a wizard to create and send a new message.

  For more information on creating a new message, see Steps for Adding a New Message.

Accepting employee cancels trade

If the trade is canceled by the accepting employee:

• The shifts remain with the originally scheduled employees on the schedule screen.
• The request status is updated to Canceled 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 a notification, if they have set up Event Subscriptions.

  Employees can sign up to receive a notification when certain events occur. The notification to receive are selected by the employee through the Preferences screen>My Preferences card>Event Subscriptions.

  Notifications can be received via email, or as a message (in the employee's My Unread Messages screen on the Home page, in the Messages screen in the Actions section>Employee card), or both.

  The Messages action option opens a screen to view new or existing messages, or to create a new message using the wizard. Messages that have been read can be marked as Read and saved, or they can be deleted.

  • Messages are displayed in a list format. The list can be sorted by any of the columns by clicking on the column label name. An arrow appears to the left of the column to indicate whether the list is being sorted in ascending or descending order. Click on the heading label again to change the sort direction.
  • Click the card arrow on a record to open the record and view the details. If there is more than one page of messages, the message must be closed (by clicking on the card arrow) before scrolling to another page of messages.
  • For information on creating and sending a new message, see Steps for Adding a New Message.

    Note: Messages can also be viewed on the employees' Home page under the Messages notifications heading by selecting the View Messages button. The wizard can be accessed by clicking on the Add Message button from this section as well.

  The My Unread Messages card displays any messages sent to the employee which are not marked as Read. The screen displays an icon for High or Low priority messages, shows the severity of the message, indicates if there is an attachment, shows who sent the message, displays the subject of the message, and shows the date and time the message was sent.

  To open and read a message, click the folder icon to the left of the message. Once a message is opened, it is marked as Read, and is automatically removed from the My Unread Messages card because it is no longer unread.

  To bring a read message back to the My Unread Messages screen, click on the View Messages button open the Actions section>Employee card>Messages screen. Check the box to the left of the record and click on the Mark as Unread button.

  • Messages that have been read are still available in the Actions section>Employee card>Messages screen. To permanently remove the message, check the box to the left of the record and click on the Delete Selected button.

  

  The following fields are displayed on this card:

  Folder

  Click on the folder icon to open the record and view the details. This will take the user to the Actions section>Employee card>Messages screen so the user can open and view all messages.

  Priority

  The priority icons can be assigned by the user sending the message to indicate the importance of the message. When the Normal priority is selected, no icon is displayed.

  	High Priority	Indicates that this message was sent with a high priority.
  	Low Priority	Indicates that this message was sent with a low priority.

  Severity

  This field shows the severity level of system-generated notifications. The severity level icon displayed is determined by the severity level assigned to the notification. Messages sent by other users have a severity level of Informational.

  	Critical	Indicates that this message has a status of Critical. Depending on settings, the employee may be locked out from badging into the system with a critical message relating to Licenses or Education Requirements. Note: Contact your supervisor if you are locked out due to a Critical message.
  	Warning	Indicates this message has a status of Warning. The employee may have to complete an action. If not completed by a certain date a related Critical message may be issued (for example, renew a license or education requirement.)
  	Informational	Indicates that this message is used to relay information to the employee. An action may need to be taken by a certain date or a related Warning message may be used.

  Status

  Unread

  Indicates that this message has a status of unread. Once a message has been opened, the status is automatically reset to Read and this icon is no longer displayed.

  Attachment

  Attachment

  Indicates this message has an attachment. Click on the icon to open the Attachment page, and a link to the attached document.

  From

  Indicates the user who sent the message. If the message is generated by the system as a result of a Notification Subscription, this field displays System Account.

  Subject

  The heading that describes the message.

  Date

  The date and time this message was sent.

  More About Date Value Fields

  When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.

  More About Time Value Fields

  When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).

  • The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
    • Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
    • Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
    • The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
    • If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
    • If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
    • Enter midnight as 00:00; enter noon as 12:00.
  • If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
    • Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.

  Action Buttons

  The following actions are available at the bottom of the grid:

  Add Message

  Click on the Add Message button to open a wizard to create and send a new message.

  For more information on creating a new message, see Steps for Adding a New Message.

  View Messages

  Click on the View Message button to open the Actions section>Employee card>Messages screen. From this screen, the user can view messages that were previously marked as Read, can update the status of a message to Read or Unread, can permanently Delete a message or create a New Message.

  The following actions are available in the left pane when the View Messages button is enabled:

  Delete Selected

  The Delete button is used to remove one or more records from a screen.

  To delete a record, complete the following steps:

  1. Click on the selection box to the left of each record to be deleted.

     A check mark is displayed

  2. Click the Delete button.
  3. If a single record is open, select the Delete button (there are no boxes to select the record).
  4. A message is displayed verifying the record should be deleted. Click on Yes to continue.

  Mark as Read

  To indicate that a message has been read, check the box to the left of the message and then click on the Mark as Read button. The message no longer appears on the My Unread Messages card on the Home page.

  To change the status of a Read message back to Unread, check the box to the left of the message and then click on the Mark as Unread button. The message now appears again on the My Unread Messages card on the Home page.

  Mark as Unread

  To change the status of a Read message back to Unread, check the box to the left of the message and then click on the Mark as Unread button. The message now appears again on the My Unread Messages card on the Home page.

  New Message

  Click on the New Message button to open a wizard to create and send a new message.

  For more information on creating a new message, see Steps for Adding a New Message.

Note: Depending on the setting of Organization Unit Indicator Self Scheduling Standard 9 , a trade request can/cannot be canceled outside the range of the trading window.

Step 4: The supervisor handles the request

The supervisor can 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. In the Schedule screen, this is located on the Requests tab on the lower area of the screen.

Supervisors cannot approve the trade request until it has been approved by the accepting employee; however, they can deny the request at any time.

Supervisor approves trade request

If the trade request is approved by the supervisor:

• A rules validation is done using the Shift Trade Selection Style chosen in the Staffing Configuration screen.
• The shifts are assigned to the trading employees if the Org Unit Self Scheduling Standard Indicator 6 is set to B. (For all other settings, the shift was assigned to the trading employee when it was submitted.)
• 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 a notification, if they have set up Event Subscriptions.

  Employees can sign up to receive a notification when certain events occur. The notification to receive are selected by the employee through the Preferences screen>My Preferences card>Event Subscriptions.

  Notifications can be received via email, or as a message (in the employee's My Unread Messages screen on the Home page, in the Messages screen in the Actions section>Employee card), or both.

  The Messages action option opens a screen to view new or existing messages, or to create a new message using the wizard. Messages that have been read can be marked as Read and saved, or they can be deleted.

  • Messages are displayed in a list format. The list can be sorted by any of the columns by clicking on the column label name. An arrow appears to the left of the column to indicate whether the list is being sorted in ascending or descending order. Click on the heading label again to change the sort direction.
  • Click the card arrow on a record to open the record and view the details. If there is more than one page of messages, the message must be closed (by clicking on the card arrow) before scrolling to another page of messages.
  • For information on creating and sending a new message, see Steps for Adding a New Message.

    Note: Messages can also be viewed on the employees' Home page under the Messages notifications heading by selecting the View Messages button. The wizard can be accessed by clicking on the Add Message button from this section as well.

  The My Unread Messages card displays any messages sent to the employee which are not marked as Read. The screen displays an icon for High or Low priority messages, shows the severity of the message, indicates if there is an attachment, shows who sent the message, displays the subject of the message, and shows the date and time the message was sent.

  To open and read a message, click the folder icon to the left of the message. Once a message is opened, it is marked as Read, and is automatically removed from the My Unread Messages card because it is no longer unread.

  To bring a read message back to the My Unread Messages screen, click on the View Messages button open the Actions section>Employee card>Messages screen. Check the box to the left of the record and click on the Mark as Unread button.

  • Messages that have been read are still available in the Actions section>Employee card>Messages screen. To permanently remove the message, check the box to the left of the record and click on the Delete Selected button.

  

  The following fields are displayed on this card:

  Folder

  Click on the folder icon to open the record and view the details. This will take the user to the Actions section>Employee card>Messages screen so the user can open and view all messages.

  Priority

  The priority icons can be assigned by the user sending the message to indicate the importance of the message. When the Normal priority is selected, no icon is displayed.

  	High Priority	Indicates that this message was sent with a high priority.
  	Low Priority	Indicates that this message was sent with a low priority.

  Severity

  This field shows the severity level of system-generated notifications. The severity level icon displayed is determined by the severity level assigned to the notification. Messages sent by other users have a severity level of Informational.

  	Critical	Indicates that this message has a status of Critical. Depending on settings, the employee may be locked out from badging into the system with a critical message relating to Licenses or Education Requirements. Note: Contact your supervisor if you are locked out due to a Critical message.
  	Warning	Indicates this message has a status of Warning. The employee may have to complete an action. If not completed by a certain date a related Critical message may be issued (for example, renew a license or education requirement.)
  	Informational	Indicates that this message is used to relay information to the employee. An action may need to be taken by a certain date or a related Warning message may be used.

  Status

  Unread

  Indicates that this message has a status of unread. Once a message has been opened, the status is automatically reset to Read and this icon is no longer displayed.

  Attachment

  Attachment

  Indicates this message has an attachment. Click on the icon to open the Attachment page, and a link to the attached document.

  From

  Indicates the user who sent the message. If the message is generated by the system as a result of a Notification Subscription, this field displays System Account.

  Subject

  The heading that describes the message.

  Date

  The date and time this message was sent.

  More About Date Value Fields

  When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.

  More About Time Value Fields

  When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).

  • The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
    • Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
    • Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
    • The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
    • If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
    • If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
    • Enter midnight as 00:00; enter noon as 12:00.
  • If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
    • Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.

  Action Buttons

  The following actions are available at the bottom of the grid:

  Add Message

  Click on the Add Message button to open a wizard to create and send a new message.

  For more information on creating a new message, see Steps for Adding a New Message.

  View Messages

  Click on the View Message button to open the Actions section>Employee card>Messages screen. From this screen, the user can view messages that were previously marked as Read, can update the status of a message to Read or Unread, can permanently Delete a message or create a New Message.

  The following actions are available in the left pane when the View Messages button is enabled:

  Delete Selected

  The Delete button is used to remove one or more records from a screen.

  To delete a record, complete the following steps:

  1. Click on the selection box to the left of each record to be deleted.

     A check mark is displayed

  2. Click the Delete button.
  3. If a single record is open, select the Delete button (there are no boxes to select the record).
  4. A message is displayed verifying the record should be deleted. Click on Yes to continue.

  Mark as Read

  To indicate that a message has been read, check the box to the left of the message and then click on the Mark as Read button. The message no longer appears on the My Unread Messages card on the Home page.

  To change the status of a Read message back to Unread, check the box to the left of the message and then click on the Mark as Unread button. The message now appears again on the My Unread Messages card on the Home page.

  Mark as Unread

  To change the status of a Read message back to Unread, check the box to the left of the message and then click on the Mark as Unread button. The message now appears again on the My Unread Messages card on the Home page.

  New Message

  Click on the New Message button to open a wizard to create and send a new message.

  For more information on creating a new message, see Steps for Adding a New Message.

Supervisor denies trade request

If the trade request is denied by the supervisor:

• The shifts revert back to the originally scheduled employees.
• The request status is updated to Denied 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 a notification, if they have set up Event Subscriptions.

  Employees can sign up to receive a notification when certain events occur. The notification to receive are selected by the employee through the Preferences screen>My Preferences card>Event Subscriptions.

  Notifications can be received via email, or as a message (in the employee's My Unread Messages screen on the Home page, in the Messages screen in the Actions section>Employee card), or both.

  The Messages action option opens a screen to view new or existing messages, or to create a new message using the wizard. Messages that have been read can be marked as Read and saved, or they can be deleted.

  • Messages are displayed in a list format. The list can be sorted by any of the columns by clicking on the column label name. An arrow appears to the left of the column to indicate whether the list is being sorted in ascending or descending order. Click on the heading label again to change the sort direction.
  • Click the card arrow on a record to open the record and view the details. If there is more than one page of messages, the message must be closed (by clicking on the card arrow) before scrolling to another page of messages.
  • For information on creating and sending a new message, see Steps for Adding a New Message.

    Note: Messages can also be viewed on the employees' Home page under the Messages notifications heading by selecting the View Messages button. The wizard can be accessed by clicking on the Add Message button from this section as well.

  The My Unread Messages card displays any messages sent to the employee which are not marked as Read. The screen displays an icon for High or Low priority messages, shows the severity of the message, indicates if there is an attachment, shows who sent the message, displays the subject of the message, and shows the date and time the message was sent.

  To open and read a message, click the folder icon to the left of the message. Once a message is opened, it is marked as Read, and is automatically removed from the My Unread Messages card because it is no longer unread.

  To bring a read message back to the My Unread Messages screen, click on the View Messages button open the Actions section>Employee card>Messages screen. Check the box to the left of the record and click on the Mark as Unread button.

  • Messages that have been read are still available in the Actions section>Employee card>Messages screen. To permanently remove the message, check the box to the left of the record and click on the Delete Selected button.

  

  The following fields are displayed on this card:

  Folder

  Click on the folder icon to open the record and view the details. This will take the user to the Actions section>Employee card>Messages screen so the user can open and view all messages.

  Priority

  The priority icons can be assigned by the user sending the message to indicate the importance of the message. When the Normal priority is selected, no icon is displayed.

  	High Priority	Indicates that this message was sent with a high priority.
  	Low Priority	Indicates that this message was sent with a low priority.

  Severity

  This field shows the severity level of system-generated notifications. The severity level icon displayed is determined by the severity level assigned to the notification. Messages sent by other users have a severity level of Informational.

  	Critical	Indicates that this message has a status of Critical. Depending on settings, the employee may be locked out from badging into the system with a critical message relating to Licenses or Education Requirements. Note: Contact your supervisor if you are locked out due to a Critical message.
  	Warning	Indicates this message has a status of Warning. The employee may have to complete an action. If not completed by a certain date a related Critical message may be issued (for example, renew a license or education requirement.)
  	Informational	Indicates that this message is used to relay information to the employee. An action may need to be taken by a certain date or a related Warning message may be used.

  Status

  Unread

  Indicates that this message has a status of unread. Once a message has been opened, the status is automatically reset to Read and this icon is no longer displayed.

  Attachment

  Attachment

  Indicates this message has an attachment. Click on the icon to open the Attachment page, and a link to the attached document.

  From

  Indicates the user who sent the message. If the message is generated by the system as a result of a Notification Subscription, this field displays System Account.

  Subject

  The heading that describes the message.

  Date

  The date and time this message was sent.

  More About Date Value Fields

  When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.

  More About Time Value Fields

  When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).

  • The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
    • Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
    • Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
    • The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
    • If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
    • If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
    • Enter midnight as 00:00; enter noon as 12:00.
  • If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
    • Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.

  Action Buttons

  The following actions are available at the bottom of the grid:

  Add Message

  Click on the Add Message button to open a wizard to create and send a new message.

  For more information on creating a new message, see Steps for Adding a New Message.

  View Messages

  Click on the View Message button to open the Actions section>Employee card>Messages screen. From this screen, the user can view messages that were previously marked as Read, can update the status of a message to Read or Unread, can permanently Delete a message or create a New Message.

  The following actions are available in the left pane when the View Messages button is enabled:

  Delete Selected

  The Delete button is used to remove one or more records from a screen.

  To delete a record, complete the following steps:

  1. Click on the selection box to the left of each record to be deleted.

     A check mark is displayed

  2. Click the Delete button.
  3. If a single record is open, select the Delete button (there are no boxes to select the record).
  4. A message is displayed verifying the record should be deleted. Click on Yes to continue.

  Mark as Read

  To indicate that a message has been read, check the box to the left of the message and then click on the Mark as Read button. The message no longer appears on the My Unread Messages card on the Home page.

  To change the status of a Read message back to Unread, check the box to the left of the message and then click on the Mark as Unread button. The message now appears again on the My Unread Messages card on the Home page.

  Mark as Unread

  To change the status of a Read message back to Unread, check the box to the left of the message and then click on the Mark as Unread button. The message now appears again on the My Unread Messages card on the Home page.

  New Message

  Click on the New Message button to open a wizard to create and send a new message.

  For more information on creating a new message, see Steps for Adding a New Message.