1 / GETTING STARTED EMPLOYEE S GUIDE. Getting Started Guide. for Employees
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1 1 / GETTING STARTED EMPLOYEE S GUIDE Getting Started Guide for Employees
2 Contents Dashboard 6 Schedule 19 Time Clock 25 Requests 28 Staff 30 Mobile App 33 2 / GETTING STARTED EMPLOYEE S GUIDE
3 CHAPTER 1 Activating Account Step 1 Click the activation (You will receive this once the employer adds your address into their company account). If you do not see the activation , please try looking into the Junk/Spam/Bulk folder. Still if you could not find the activation link, try resending the activation link to yourself by submitting your registered address on this link Resend the activation link. You might need to contact your immediate supervisor/manager, in case you do not receive an activation , even after attempting to resend the activation to yourself. Here is how the should look: 3 / GETTING STARTED EMPLOYEE S GUIDE
4 Step 2 Click Let s Get Started Step 3 Setup the password and click Continue. 4 / GETTING STARTED EMPLOYEE S GUIDE
5 Final step Click Continue to finish the account activation process. OR Click Connect account if you want to access your ShiftPlanning account through Facebook. Google Apps: Your account manager can allow you to connect your ShiftPlanning account with Google apps account. 5 / GETTING STARTED EMPLOYEE S GUIDE
6 CHAPTER 2 The Dashboard Notifications Area From the Dashboard tab you will see the Notifications area. Any actions that require your attention will be posted here. Many different notifications can be seen here and they will quickly take you to the right place such as: Shift Trades, Open Shifts or if there is a message in your Inbox. Upcoming Shifts will show on the right side of your dashboard area 6 / GETTING STARTED EMPLOYEE S GUIDE
7 Your Profile contains Upcoming and Recent Shifts similar to those found on the Dashboard. From the Dashboard tab -> Profile -> Upcoming Shifts and Recent Shifts to the right hand side. This feature gives you the ability to view your recent and upcoming shifts for the next ten shifts in the future or ten in the past. Along with shift times you can also use the Details button to change Availability or request shift trades for the particular shift time. Message wall The Message Wall is where you can see many important posts and if enabled by management, you can post messages as well. 7 / GETTING STARTED EMPLOYEE S GUIDE
8 Posting/Commenting Posting on the wall itself or leaving a comment is super easy although management has the ability to disable these functions. Just click on New Message or Comment and it will bring up a message window. When posting a message, for the first time, you also have the option to go into the Full Mode which is a common title/message format. You can lock or stick the message to the top of the Message Board with the Lock Post at top. Once you re finished click Save Message and your message will be posted. Full Mode 8 / GETTING STARTED EMPLOYEE S GUIDE
9 Employee Profile ShiftPlanning allows you to view and edit your Profile where many useful features and information can be found from your Employee Details to Notifications. Go to: the Dashboard tab -> Profile 9 / GETTING STARTED EMPLOYEE S GUIDE
10 Employee Details Here you will see your basic Profile information. This information will also be shown to all other staff members, if management has the Admin Staff Setting Employees can edit their profile and Employees can view staff gallery enabled. Statistics Here there are statistics related to your Profile that are used only if management has the Shift Approval feature enabled. Once management approves a shift the following will update. 10 / GETTING STARTED EMPLOYEE S GUIDE
11 Edit Details Here is where you can edit your Employee Details along with a few other features. Facebook If enabled by management, you can sign in using Facebook as well as conveniently sync your Profile data plus more. To do so click Connect Facebook and add in your Facebook and Password then click Log In. 11 / GETTING STARTED EMPLOYEE S GUIDE
12 Twitter Here if enabled by management, you can sign in using Facebook as well as conveniently sync your Profile data plus more. To do so click Connect Twitter and add in your Twitter Username or and Password then click Sign In. 12 / GETTING STARTED EMPLOYEE S GUIDE
13 Notifications ShiftPlanning can notify you via and SMS texting each time actions take place. You can toggle on and off and SMS, as well as, control whether you are notified on individual events and how often. This is controlled on a user by user basis from your Profile. Weekly Availability allows for setting Availability hour by hour for each day of the week. If human resources has the Admin setting Availability must be approved by management then you must get approval before your changes are finalized. Go to: the Dashboard tab -> Availability -> Weekly Availability 13 / GETTING STARTED EMPLOYEE S GUIDE
14 The pinkish color indicates Un-Available and green indicates Available. If the Availability Approval feature is on you will see Approved Availability and the option Click Here to Edit. You can change your Availability by clicking and selecting the time slots and once finished click Submit for Approval. 14 / GETTING STARTED EMPLOYEE S GUIDE
15 Effective Date Here management sets the effective date for when your availability changes will become effective. Once submitted the request will appear to human resources for approval. Once approved you will see your new Availability along with Below is your approved availability. Our Weekly Availability is meant to be set for routine events and isn t meant to be changed on a daily basis: if you have one-time appointments or meetings then please use the Future Availability feature. Also remember the Future Availability settings over-ride your Weekly Availability. Weekly Availability is used only as a guide for human resources to determine your actual schedule. Also if you want to request formal vacation days off, please see our Vacation Requests. Need even more detail? You can set availability in 15 minute increments by clicking on the link on the bottom: 15 / GETTING STARTED EMPLOYEE S GUIDE
16 Future Availability Under the Dashboard tab -> Availability -> Future Availability you can set your Future Availability dates and if management has the Availability Approval feature enabled then you will require their approval before your changes are accepted. Once you have added a date and time then it will appear on your list where you can edit or delete it. Green are Available and Pink are Un-Available. To delete it just click the Delete icon. 16 / GETTING STARTED EMPLOYEE S GUIDE
17 To edit just click the Edit icon and Click here to manage your availability in 15 minute increments. Once approved it will appear as Approved. 17 / GETTING STARTED EMPLOYEE S GUIDE
18 When you receive the availability for approval, or if viewed from another user s account, it will be shown to you in your own time zone, but it has to be shown in two days (that s why there are double slots the second set represent the next day that it stretches into). The Future Availability system is for the times that you would prefer to not be available for dates in the future. This is used only as a guide for your management to determine your schedule that differs from your Weekly Availability. If you want to request formal vacation time please see our Vacation Requests. Remember future availability settings over-ride your Weekly Availability. 18 / GETTING STARTED EMPLOYEE S GUIDE
19 CHAPTER 3 Schedule From the tab Schedule you will see the schedule page that shows your scheduled shifts. Initially you will be at today s date (shown in yellow) in Month mode and you can navigate forwards and backwards using the red arrows to the left and right of the Schedule. On this page there are the areas of My Schedule, Schedule Overview on left side and Schedule Views at top right. Schedule Sync, Print and Save Schedules options are on top mid section of the page. My Schedule Under My Schedule you can see your schedule and, if you are scheduled for shifts, they will appear here. If you do not see this option to the left, My Schedule will be displayed by default. Make sure you navigate to the appropriate date. 19 / GETTING STARTED EMPLOYEE S GUIDE
20 Schedule Overview If enabled by management, you will see the Schedule Overview check box. Here you will see all Positions and shifts on the Schedule including those of other staff members. You can select the check boxes of each to the left and you will only see those Positions and shifts on the Schedule. You can click on the Location in bold and it will check all Positions under that Location. 20 / GETTING STARTED EMPLOYEE S GUIDE
21 Schedule Views On the upper right corner of the scheduler bar, schedule views are able to be changed based on the view type and the date range. There are four types of basic views: Employee, Position, Visual and List. These can be seen in several view modes depending on the basic view: Day, Week or Month. Month Calendar To the left you are presented with the Month Calendar. If you click on a specific week or day (depending on the schedule view you are using), that week or day will appear in your Schedule. You can click the small arrow to toggle on or off the Month Calendar as well as the Schedules area. Schedule Sync You can sync your schedules to your favorite calendar client: 21 / GETTING STARTED EMPLOYEE S GUIDE
22 Please be aware that these synchronizations are currently only one-way, from ShiftPlanning to your external calendar. Print and Save Schedules You can use the option to save or print schedules. To save or print click the Print Schedule link at the top next to the Action / Settings gear icon. After clicking it, the Print Schedule screen pops-up. 22 / GETTING STARTED EMPLOYEE S GUIDE
23 Shift Trades You may choose to trade shifts with one another within the ShiftPlanning system. You can access the trade request on the home page underneath Upcoming Shifts by clicking on the option Details or in your Profile underneath Upcoming Shifts. Open Shifts From the Month view you can see Open Shifts as Available Shifts. Click on it and it will take you to the Open Shift area where you will see a list of Open Shifts under Available Shifts. Click Request To Work to pick up a shift. 23 / GETTING STARTED EMPLOYEE S GUIDE
24 24 / GETTING STARTED EMPLOYEE S GUIDE
25 CHAPTER 4 Time Clock From the tab Time Clock you will see the Overview page: this is where the popular time clock system resides and where you can easily clock in and out. If enabled by management, you can manually add times using Add Clock Time and Upload Time Sheet. You can see your time sheets by Approved or Unapproved. You can also select a time range. 25 / GETTING STARTED EMPLOYEE S GUIDE
26 Multiple Time Zones Our application has the capacity to handle businesses that operate around the world, in multiple time zones. No matter where you are and how many time zones you cross, our application can securely and accurately display your scheduling and adjust your notices. You can choose your own TimeZone under Profile > Edit Details > Time Zone. Clocking In and Clocking Out Depending on the way management has their time-clocking setup, this process can work a little differently. To clock in, log in to your account and click on Time Clock in the main navigation. On the overview page you will see today s date and the button to Clock In. Click on this button to start the active clock in timer. Once you are clocked in you will be presented with options to select the Position that you are working on, as well as to add shift notes. Add Clock Time As opposed to real-time Clocking In and Out, if enabled by management, ShiftPlanning also allows for manually adding Clock Times for management approval, which once approved will enter the time sheet system. 26 / GETTING STARTED EMPLOYEE S GUIDE
27 Upload Time Sheet If enabled by management, you can import multiple clock times at once: Go to: the tab Time Clock -> Upload Time Sheet -> Choose File -> select your file -> upload 27 / GETTING STARTED EMPLOYEE S GUIDE
28 CHAPTER 5 Requests The Requests tab is the central place where all of your requests can be easily seen and managed in one easy-to-use area. In the left menu there s Vacation, Open Shifts and Shift Trades. Vacation ShiftPlanning allows you to request time off through the Vacation Request System. 28 / GETTING STARTED EMPLOYEE S GUIDE
29 Open Shifts Here you will see a list of Open Shifts under Available Shifts. Click Request To Work to pick up a shift. Shift Trades You may choose to trade shifts with one another within the ShiftPlanning system. 29 / GETTING STARTED EMPLOYEE S GUIDE
30 CHAPTER 6 Staff If enabled by management when you click the tab Staff, you will be presented with a group listing of all staff members. If you prefer to view your staff members in list format, click List at the top of the staff listing. At the top right you can also sort the staff list by their skills. 30 / GETTING STARTED EMPLOYEE S GUIDE
31 Locations Under the Staff tab -> Locations you can narrow down your staff list by Location. Once a Location has been selected you can also select staff based on the Position under that Location. All Schedules Under the Staff tab -> All Schedules you can sort staff by that Position. 31 / GETTING STARTED EMPLOYEE S GUIDE
32 Staff Profile From the tab Staff and once you click on a staff member you will be presented with an overview of their Profile information. You can send this staff member a Message or Ping them. 32 / GETTING STARTED EMPLOYEE S GUIDE
33 CHAPTER 7 Mobile App ShiftPlanning s mobile application incorporates the key employee scheduling and time clock functionality found in the web-based application, allowing you to take care of your needs right from a smartphone. The application has an easy-to-use interface that maintains a lightweight feel despite being feature heavy. From the application you are able to view your schedule, use the Message Wall, use the Inbox, clock-in/out of shifts, see your profile and edit your profile settings. From your smartphone you can navigate to or shiftplanning.com/app/iphone/where you will be prompted to log in: 33 / GETTING STARTED EMPLOYEE S GUIDE
34 Dashboard Once you log in, you will be brought to the Dashboard, shown below. Menu Click the Menu link on the upper left corner. A list of tabs will appear on the left. Here, you can access the Dashboard Time Clock, Schedule, Requests and Staff tabs. 34 / GETTING STARTED EMPLOYEE S GUIDE
35 Time Clock In the Time Clock tab, shown below, you can clock-in and out of shifts. The clock-in and clock-out process is the same as on any other electronic device - you can clock-in and out of shifts, add notes and select a schedule. 35 / GETTING STARTED EMPLOYEE S GUIDE
36 Schedule In the Schedule tab of our mobile application, you can view the schedule by day or month but will be automatically brought to the present day s schedule. You can easily scroll left and right to access past and future dates using the red arrows at the top right. Staff If enabled by management, you can see all of your fellow employees in the Staff tab. 36 / GETTING STARTED EMPLOYEE S GUIDE
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