Self Scheduling

Use the Self Scheduling screen to select shifts from an open self scheduling process. This screen displays your current schedule and any shifts that you have selected. When there are no self scheduling processes open for you, the screen does not open, and a message is displayed instead.

This screen is available in the Self Service Portal and in the Admin Portal. You can access it by selecting Self Scheduling from the application menu or the WFM header menu.

The Self Scheduling screen includes a desktop and smartphone view. Desktop view opens when the screen is accessed on a destkop or tablet. Smartphone view opens when the screen is accessed on a smartphone or in a small browser window. The functionality between these views is mostly identical, and this section describes any differences between smartphone view and desktop view.

These sections are included in the Self Scheduling screen:

Processes

This section displays the currently open process. You can open a different process to select shifts from it if there are multiple open processes. In desktop view, you can select the process from the Processes drop-down. In smartphone view, you can select the process from the Process Selection drop-down in the Settings menu.

Note: Selecting a different process clears any un-submitted shifts that you have selected from the currently selected process. Ensure that you submit any selected shifts before selecting a different process.

If default shifts have been configured for you, you can select them from the list in this section. The default shift that you select filters the available shifts.

Calendar

The calendar is used to select available shifts. Dates that have available shifts are marked with a small triangle in the bottom right corner. If a date has no shifts available, it may indicate one of these conditions:

  • No shifts were made available on that date.
  • All shifts on that date have been filled.
  • All shifts on that date overlap with your existing schedule.
  • You are not qualified for the available shifts.
  • Available shifts would violate scheduling rules if selected.

The calendar also shows self scheduling shifts that you have selected but not submitted, self scheduling shifts that you have submitted, and shifts that have been assigned to you outside of self scheduling. These shifts are identified as indicated in the legend. Approved time off is also shown.

In desktop view, the number of hours scheduled to you for each week is displayed in the Hrs column. In smartphone view, you can enable the display of scheduled hours in the Settings menu.

The calendar displays the dates that are included in the self scheduling process. To help you plan your schedule, the calendar also displays one week before the self scheduling process dates. Up to eight weeks are displayed on each calendar page. For longer processes, click Previous Page and Next Page to view earlier or later portions of your schedule.

Available Shifts

You can open the Available Shifts popup by clicking any date in the calendar that is included in the currently displayed process. In the popup, you can select available self scheduling shifts or remove self scheduling shifts that you have previously selected. The popup displays this information for the selected date:
  • Available self scheduling shifts

    If you have selected a default shift, then the available shifts are filtered based on the default.

  • Selected and submitted self scheduling shifts
  • Scheduled shifts that were assigned to you outside of self scheduling
  • Your approved time off
  • Public holidays
Schedule compliance icons and warning messages are displayed on available shifts that would cause a schedule compliance warning if selected.

Settings

In smartphone view, you can tap the Settings button to select the self scheduling process and select other settings specific to smartphone view.

Rules

In smartphone view, you can tap the Rules button to display the Schedule Rules section and Schedule Compliance section. In desktop view, these sections are always displayed.

Schedule Rules

This section displays any self scheduling rules that have been set up by your organization. Alert icons are displayed for any warning or error rules that are violated based on your currently selected shifts. Additional warnings or errors may be displayed when you submit your schedule.

Note: Available shifts are not displayed if selecting them would violate self scheduling error rules. Sometimes, it may be required to remove a selected shift from your schedule to view more shifts that are available to you.

Schedule Compliance

This section lists schedule compliance warnings and errors based on your currently selected schedule. Each schedule compliance warning includes the affected dates. Additional warnings or errors may be displayed when you submit your schedule.

Note: Available shifts are not displayed if selecting them would cause schedule compliance errors. Sometimes, it may be required to remove a selected shift from your schedule to view more shifts that are available to you.

Schedule compliance warnings that you can self-approve are not displayed in this section. Icons and warning messages are not displayed on shifts that cause, or available shifts that would cause, schedule compliance warnings that can be self-approved.

Legend

The legend describes the colors and symbols that are used to indicate your current schedule in the calendar.

Submit

The Submit button confirms your selected schedule. Warning or error messages may be displayed when submitting your schedule, as some self scheduling rules are only evaluated on submission.