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Sparkrock's Customer Success Center

Understanding the Scheduling Options

Employee Center Scheduling Information

The Scheduling item from the menu bar provides users with a list of links they can use to access schedule information directly.

Users

There are three primary scheduling user types. Two of these users will perform their tasks in Employee Center. The third user will perform their tasks in NAV.

The following table provides a brief description of the different user types, the tasks they can perform, and what application they use to perform the task:

User Type Tasks they perform Application where this is performed
Employees View their schedule across multiple units and locations. Employee Center
Employees Discover available shifts and bid on those shifts. Employee Center
Employees Review and accept shifts offered by supervisors. Employee Center
Employees Record changes to shift start and/or end times and submit those for supervisor approval. Employee Center
Employees Record activities undertaken within a shift, if applicable. Note: Your permission settings, set up by your administrator, will determine if you are able to do this.  Employee Center
Employees Check the overall unit schedule. Employee Center
Employees Confirm shifts worked at the end of each pay cycle. Employee Center
Employees Use the Attendance Management (an HR/P module) to record vacation and sick time, which will automatically update the schedule. Employee Center
Unit supervisors Review the unit schedule to ensure that shifts are filled and that no warnings or errors are present. Generally performed in Employee Center
Unit supervisors

Update the unit schedule with changes as they happen, including:

  • Creating new shifts when required;
  • Deleting shifts when required;
  • Changing shift details such as shift hours or activities;
Generally performed in Employee Center
Unit supervisors Fill available shifts by directly selecting an eligible employee. Generally performed in Employee Center
Unit supervisors Review and accept shift bids. Generally performed in Employee Center
Unit supervisors Offer shifts to one or more employees and select one employee from those who accept. Generally performed in Employee Center
Unit supervisors Make a filled shift vacant if the employee cannot work the shift, for example due to illness. Generally performed in Employee Center
Unit supervisors Replace an assigned employee with another eligible employee. Generally performed in Employee Center
Unit supervisors Review shift time changes requested by employees to approve or deny them. Generally performed in Employee Center
Unit supervisors Approve shifts worked at the end of each pay cycle to send them to payroll, if applicable. Note: Your permission settings, set up by your administrator, will determine if you are able to do this, even if you are not the particular unit's supervisor. Generally performed in Employee Center
Schedulers Configure Areas, and Units. NAV
Schedulers Create unit activities (which are linked to dimensions). NAV
Schedulers Assign employees to one or more units. NAV
Schedulers

Manage schedule templates and rotations.

NAV
Schedulers Create schedules based on the templates. NAV
Schedulers Manage issues that unit supervisors cannot resolve. NAV

Note: Unit supervisors manage the schedule for one or more units. Unit supervisors will normally use the Employee Employee Center to perform their tasks.  Unit supervisor functions are also available in NAV, as a subset of the master scheduler’s capabilities.

Shift Statuses

Shifts in Employee Center can have one of the following statuses:

Open: The shift is planned but not yet active. The shift is set up in Microsoft Dynamics NAV, but has not yet been made available in Employee Center.

Published:  The shift is active in Employee Center.

Confirmed: Employees have worked the shift and confirmed it in Employee Center. If employees need to adjust the shift they should make a change request before confirming.

Approved: The approver (typically one of the Unit Supervisors) has verified the shifts. Once a shift has been approved it is no longer accessible from Employee Center and all further actions should take place in NAV.

Transferred to Payroll: The approved shift has been processed in NAV and the payroll journal entries are created.

Posted: This shift’s activities have actually been paid out. Posted shifts are locked and not editable.

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