Creating a Self Scheduling process

  1. Select Scheduling > Self-Scheduling > Process.
  2. Click Create New Entry.
  3. Specify this information:
    Unit
    Specify the unit or team for the process. You can select multiple units in this field.
    Include Sub-Units
    Optionally, select this check box to include the sub-units of your specified unit or team. This check box is unavailable if multiple units have been selected in the Unit field.
  4. To schedule a period in the Self-Scheduling process, select one of these options:
    • Schedule Period: Select this option and specify the schedule period. If multiple teams are selected, the teams must have the same schedule period.
    • Start & End Dates: Select this option and specify the start and end date for the Self-Scheduling period.
  5. Optionally, specify another Self-Scheduling process from the Copy Window Definition field. If this option is selected, the new process copies the windows from the specified process to determine when Self-Scheduling is available for employees.
    You can copy a single window when initiating a process involving multiple teams. If you specify multiple teams and select the Copy Window Definition option for only one team, you must include the team which the window definition is copied from the specified teams.
    If you select the incorrect team in the Copy Window Definition field when attempting to copy a window for multiple teams, an error message is displayed indicating inconsistent team selection.
  6. Click Create New Process.
  7. Specify this information:
    Process Name
    Specify the name of the Self-Scheduling process.
    Process Description
    Specify a description for the Self-Scheduling process.
  8. If you are creating a process for a single team, specify this information in the Self-Scheduling Window Definition panel. If you are creating a process for multiple teams, skip to step 14.
    Initial Window Start Date

    Specify the first date and time when an employee is allowed to self-schedule for this schedule period.

    Last Window End Date

    Specify the last date and time when an employee is no longer allowed to self-schedule for this schedule period.

    Group Set
    Optionally, specify the Self-Scheduling group set to assign all its groups to the process. If a group set is specified, a window is created for each group.
  9. Set the status of the process by clicking one of these options:
    • Open: Starts the Self-Scheduling process. When you click this option, employees can begin self-scheduling shifts. You can only open a paused or pending Self-Scheduling process.
    • Close: Closes an open Self-Scheduling process. When a Self-Scheduling process is closed, employees can no longer access the RTSS to self-schedule shifts. You cannot change the status of a Self-Scheduling process after it is closed.
    • Pause: Interrupts an open Self-Scheduling process when you want to edit process information. Employees cannot self-schedule shifts when the process is in this state. To resume the Self-Scheduling process, click Open.
    • Save: Saves the Self-Scheduling process in its current status. You must save a process after a change is made to the process screen or the windows.
  10. Click Add Window to add a Self-Scheduling window to the process.
  11. Specify this information to configure the window:
    Group Name
    Specify a group for the Self-Scheduling window.
    Window Start
    Specify the start date and time when members of the group can access Self-Scheduling for this process.
    Opening Message
    Specify the workmail message that group members receive to notify them of the opening of the Self-Scheduling process.
    Send Bef. Open
    Specify the number of days, hours, or minutes before the window starts and the members of the group are notified that the window is open.
    Window End
    Specify the end date and time when members of the group can no longer access the Self-Scheduling process.
    Closing Message
    Specify the workmail message the group members receive to notify them that the Self-Scheduling process is closing.
    Send Bef. Close
    Specify the number of days, hours, or minutes before the window ends and the members are notified that the window is closing.
    You can add windows to the Self Scheduling process by repeating steps 10 to 11. Different windows can be created for each group to give certain groups access to the Self Scheduling process at different times. For example, senior employees can have an earlier chance to select shifts.
  12. In the Self Scheduling Shift Selection panel, specify the shifts to be offered for each job during the Self Scheduling process using one of these methods:
    • Click Offer all to offer all the shifts available for a job during the Self-Scheduling process.
    • Expand a job and specify the number of shifts for each day that you would like to offer.
  13. Click Save.
    After creating a process, open the process to start the Self-Scheduling process. You can open, close, or pause each group's window individually. Save the process after every action that you perform on the window.

    See Starting, pausing, or closing a Self-Scheduling process.

  14. If you are creating a Self-Scheduling process for multiple teams, select one these options in the Self-Scheduling Process Definition section:
    • Open: Starts the Self-Scheduling process. When you click this option, employees can begin self-scheduling shifts. You can only open a paused or pending Self-Scheduling process.
    • Close: Closes an open Self-Scheduling process. When a Self-Scheduling process is closed, employees can no longer access the RTSS to self-schedule shifts. You cannot change the status of a Self-Scheduling process after it is closed.
    • Pause: Interrupts an open Self-Scheduling process when you want to edit process information. Employees cannot self-schedule shifts when the process is in this state. To resume the Self-Scheduling process, click Open.
    • Save: Saves the Self-Scheduling process in its current status. You must save a process after any change is made to the process screen or the windows.
  15. Specify this information:
    Initial Window Start Date
    Specify an initial date and time when the employees can self-schedule for the schedule period.
    Last Window End Date
    Specify the last date and time when employees are no longer allowed to self-schedule for this schedule period.
  16. In the Shifts Visible To Selected Teams panel select between these options:
    • Configure All Teams: When you select this option, all specified groups can assign shifts for all teams associated with the Self-Scheduling process. This configuration enables all designated groups to access the shifts of all teams. To add a Self-Scheduling window to the process, click Add Window and specify the necessary information.
    • Configure Individual Team: When you select this option, the Group Configuration panel is hidden. The Team Config icon is shown next to each team name in the Self Scheduling Shift Selection panel. Assign each team to a separate group in a different window. Each group can then assign shifts to the team linked to the selected Team Config icon.
      When you select this option and no shifts are available, 0/0 is displayed for all listed and individual teams in the Self-Scheduling Shift Selection panel. These items are also unavailable or blank:
      • Team List
      • The Offer All and Remove All buttons in the Action tab
      • Window status
  17. In the Self-Scheduling Shift Selection panel, specify the shifts offered for each job during the Self Scheduling process using one of these methods:
    • Click Offer all to offer all the shifts available for a job during the Self Scheduling process.
    • Expand a job and specify the number of shifts for each day that you would like to offer.
  18. When you select Configure All Teams or Configure Individual Team in the Shifts Visible To Selected Teams panel, each team can contain multiple windows. The windows show these status:
    • Open: Indicates that the window for the groups specific to the team is currently open.
    • Closed: Indicates that the window for the groups specific to the team is currently closed.
    • Paused: Indicates that the window for the groups specific to the team is currently paused.
    • Mixed Status: This status is displayed if there is more than one group inside a team with different status. For example, if there are two groups whose status is Paused, the window status for the team is Paused. If there are two groups with Open and Paused status respectively, the window status for the team shows Mixed Status.
  19. Click Save.
After creating a process, you can open the process to start the Self-Scheduling process. You can separately open, close, or pause each window for each group. You must save the process after each action that you perform on the window.

The RTSS Schedule Creation Task automates the opening of the RTSS process based on the window start and end dates. If you click the Open button, you must manually open each scheduling window as the schedule progresses.

See Starting, pausing, or closing a Self-Scheduling process.