Workforce Scheduler Quick Reference for Employees

Employee Self-Service (ESS) for Scheduling

Use Employee Self-Service (ESS) for Scheduling to request changes to your current schedule.

Requesting open shifts

An open shift is a shift that is scheduled for a job, but that has no employee assigned to it. To volunteer to work open
shifts:
1. Select My Information > My Requests.
2. In the calendar, select the time period.
3. In the Requests list, select Open Shift.
4. The Open Shift table displays detailed information about the selected open shifts.
If multiple open shifts are available that are identical except for Comments or Notes, the table displays the open
shifts in only one row. The Available Shifts column displays the number of these identical open shifts.
The table displays open shifts for your primary job in black text, and for your transfer jobs in blue.
5. Select the open shifts that you plan to work. Tip: For a tool tip of detailed information, hover the cursor over an
open shift.
6. Optionally, add a note.
7. Submit the request to your manager or save a draft.

Swapping shifts
If the following conditions are met, you can swap shifts with another employee:
The submission period is open.
Both employees have the same manager.
Both employees are qualified to work the other shift.
The swap does not violate schedule rules as configured for your organization.
Neither shift is locked.
Neither shift was deleted.
Neither shift overlaps another assigned shift in the schedule of either employee.
The other employee agrees to swap the shifts.
The manager approves the swap.

Requesting swaps
1.
2.
3.
4.

Select My Information > My Requests.

In the calendar, select the time period.
Select a Swap Shift request.
Select the shift that you want to swap. If you do not select any days in the calendar, the drop-down list displays all
shifts that are during the selected time period of the calendar.
5. Select the employee who is assigned a shift that you want to work.
6. Select the shift of the other employee that you want to work.
7. Submit the request to the employee and your manager. The system verifies that the request satisfies the
conditions for swapping shifts. Alternatively, save a draft.

Responding to swap requests

1.
2.
3.
4.

Select My Information > My Requests.

Select My Current Requests. Requests that offer to swap shifts are highlighted in color.
Select the offered swap request.
Accept or decline the request. Click Apply. Your response goes to the employee who requested the swap and to
your manager.

2011 Kronos Incorporated

Requesting time off

Time off can be for vacation, sick time, or personal time.
1. Select My Information > My Requests.
2. In the calendar, select the time period.
3. In the Requests list, select the time-off request.
If configured, your accrual balances are displayed for the start date of the request.
4. Select the options:
Important: Not all options are available; they differ according to the configuration of the time-off request.
Select Start Date.
To request days off, select End Date.
To request time off of less than one day, select Start Time and Duration.
Duration can be for Full or Half Day, or Hours (Enter Start Time and Length).
If configured, you can select the Pay Code.
5. If configured, you can include non-consecutive days or multiple pay codes in a single request. Click Insert a New
Row. Select the options.
6. Optionally, add a note.
7. Submit the request to your manager or save a draft.

Displaying your schedule requests

1. Select My Information > My Requests.
2. In the calendar, select the time period. The date cells can display the time period of shifts, and any of the following:
The status of the request.
The symbol for active requests.
If open shifts are available, the date cell displays the number of open shifts. If there are two sets of numbers, one is
for your primary job, and one is for jobs in your transfer set.
For definitions of the symbols and color codes in the calendar, click Legend.
3. For more information about a day, click Day Detail.
4. In the Requests list, select either:
My Current Requests - Display all of your current schedule requests.
My Actions - Display all of your current actions. Actions link to Process Template forms and are categorized.

Deleting your schedule requests

You can delete only your own, draft requests.
1. Select My Information > My Requests.
2. Select a Draft request.
3. Click Delete.

Retracting your schedule requests

You can retract only your own, submitted requests.
1. Select My Information > My Requests.
2. Select a Submitted request.
3. Click Retract.

Canceling your schedule requests

If configured, you can cancel approved, time-off requests.
1. Select My Information > My Requests.
2. Select an Approved request.
3. Click Cancel Submitted.
The information in this document is subject to change without notice and should not be construed as a commitment by Kronos Incorporated. Kronos Incorporated
assumes no responsibility for any errors that may appear in this manual. This document or any part thereof may not be reproduced in any form without the written
permission of Kronos Incorporated. All rights reserved. Copyright 2011. All other trademarks or registered trademarks used herein are the property of their respective
owners and are used for identification purposes only. When using and applying the information generated by Kronos products, customers should ensure that they comply
with the applicable requirements of federal and state law, such as the Fair Labor Standards Act. Nothing in this Guide shall be construed as an assurance or guaranty that
Kronos products comply with any such laws.