Worker Self-Scheduling

Self-scheduling

You can proactively manage your workforce schedules by selecting available regular and on-call shifts that align with your preferences and availability. When a self-scheduling window opens, you get an email notification and a banner message on your calendar. Click the provided link to open the self-scheduling page. You can also click the Self-Schedule button on your calendar page header. If you have multiple assignments or schedule periods, you can select the self-scheduling page to open based on the business title, scheduling period, or department and location.

Mobile Worker Calendar with the Self-Scheduling Information Banner and Self-Schedule Button

Mobile Worker Calendar with the Multiple Self-Scheduling Periods

You can see the available shifts for each week of the schedule period and when the self-scheduling window closes for the period.

Mobile Self-Scheduling Page Showing the Available Shifts for Week 1 of the Schedule Period

When you claim shifts, schedule validations check your eligibility and identify any scheduling conflicts. For example, you're contracted to work 44 hours, but currently scheduled for only 11 hours. You can see that you need to find 33 more hours of work to meet your contracted hours. You can also see any conflicts with available shifts, such as an overlapping approved absence.

Mobile Self-Scheduling Page Showing the Claimed Badge and Withdraw Button

Mobile Conflict Panel Showing the Details of an Overlapping Approved Absence

The shift details drawer lets you know if you claimed a shift, but your scheduler hasn't yet assigned it to you. And while that self-scheduling window is open, you can withdraw shift claims, as needed.

Mobile Drawer Showing an Information Banner about the Shift Being Claimed, But Not Yet Assigned

To keep you informed during different phases of the self-scheduling process, you get alerts when a self-scheduling period is about to open, is open, is closing soon, and has closed. These alerts help you manage your schedule and claim the shifts you want for the schedule period.

Manage Your Schedule

Drop shifts

You can request to drop scheduled shifts. If the request is denied, you need to work the shift.

Mobile Drawer for a Drop Shift Request

Mobile Drawer for a Requested Drop Shift and the Pending Approval Banner

Cover shifts

You can ask up to three other workers to cover your assigned shift, when necessary. If they decline your request and there's still time, you can ask other workers to cover the shift. Otherwise, you need to work the shift. If no one has accepted your request yet, you can also withdraw the request.

Mobile Drawer for a Cover Request

Mobile Drawer Showing the Available People to Send a Cover Shift Request to, and Submit button

Mobile Drawer Showing a Cover Request and the Pending Approval Banner

Claim extra shifts

When additional shifts are available for you to claim, you get an email notification and a banner message on your calendar.

Mobile Work Schedule Showing a Message About Extra Shifts Available

You can accept additional open shifts, if available. On accepting the shift, it gets assigned to you and you can view it on your calendar.

Mobile Work Schedule Showing Details about the Available Shift Details and the Accept Shift Button

This feature boosts workforce satisfaction and efficiency by enhancing scheduling flexibility, accommodating changing availability and maximizing earnings potential through seamless shift management. The result is a more agile and contented workforce, positively impacting overall operational performance.

Steps to Enable

1. Create schedule generation profiles using the My Client Groups > Workforce Scheduling, Schedule Generation Profiles quick action.
2. Generate schedules with open shifts.
3. Configure self-scheduling alert notifications.
4. Optionally create your shift change reasons.
   1. In the Setup and Maintenance work area, on the Tasks panel tab, click Search.
   2. On the Search page, search for and click the Manage Common Lookups task.
   3. On the Manage Common Lookups page, search for and select the ORA_HTS_SHIFT_CHANGE_REASON lookup type.
   4. In the ORA_HTS_SHIFT_CHANGE_REASON: Lookup Codes section, edit and add categories, as appropriate.
   5. Save your changes.
5. Optionally, configure atomic bypass approvals for drop shift approval transactions. By default, approval is enabled only for drop shift requests for regular shifts. On-call shifts don't require approvals.
   1. Go to Tools > Transaction Console.
   2. Click the Approval Rules tab.
   3. Search for and expand the Approve Shift Drop rule.
   4. Enable Bypass Approvals for the shift types that you want to commit immediately.

Transaction Manager Approval Rules for Approve Shift Drop

6. Optionally configure expiration and escalation policies for drop shift and cover request approval transactions.

7. 1. In the Setup and Maintenance work area, search for and select the Manage Task Configurations for Human Capital Management task.
   2. In BPM Worklist, on the Task Configuration tab, search for and select the DropShiftApprovalTask or OfferShiftApprovalTask.
   3. On the Tasks to be configured toolbar, click the Edit task icon.
   4. Click the Deadlines subtab.
   5. Set a due date, if needed.
   6. Set the expiration policy.
      1. Expand the Expiration Settings section.
      2. To ensure that all approvals are done within a certain time frame, select Task Level.
      3. Enter a duration.
      4. Optionally select the Exclude Saturday and Sunday check box.
      5. Leave the Expire only option selected.
      6. Click the Commit task icon in the Tasks to be configured toolbar. Then configure the other approval task, if you haven't already done so.

         

BPM Worklist Page with Deadlines for the DropShiftApprovalTask Task

7. Optionally configure workflow emails and in-app notifications for the drop shift, request cover process using Oracle Business Intelligence Publisher (BI) reports. For more information, see Overview of Notifications and Approvals in the Using Common Features for HCM guide.

Tips And Considerations

Workers are allowed to request a shift drop only if the shift is scheduled to start within the next 72 hours. And workers can request shift coverage only if the shift start time is at least 72 hours away. Both of these constraints will be configurable in a future release.

Managers with area of responsibility for the department associated with the requested shift drop get the approval notifications.

Key Resources

For more information about transaction console, see Oracle HCM Cloud Common Features Release 13 Transaction Console (Doc ID 2430452.1) on My Oracle Support

Access Requirements

Here are the function privileges that workers need to manage their workforce schedules:

Privilege	Privilege Code	Type	Description
View Calendar by Worker	HTS_VIEW_WORKER_CALENDAR_BY_WORKER	Function	Allows workers to view their calendar.
View Workforce Schedule by Worker	HTS_VIEW_WORKFORCE_SCHEDULE_BY_WORKER	Aggregate	Allows workers to view their own workforce schedules.
Claim Shifts	HTS_CLAIM_SHIFTS	Function	Allows workers to view and claim open shifts.
Cover Shift	HTS_COVER_SHIFT	Function	Allows workers to request cover for their scheduled shifts
Drop Shift	HTS_DROP_SHIFT	Function	Allows workers to request to drop their scheduled shifts