Employees who are scheduled in UNI Works can update availability; view their schedule; and request and accept shift swaps and open shifts.

Click Menu > Time and Scheduling to access schedule related applications.

By default, employees are available at all times. Use Work Availability to limit the times available for scheduling.

Step 1: Go to Menu > Time and Scheduling.

 

Step 2: Click Change My Work Availability.

Step 3: Use the calendar to set the Effective as of Date. Previous availability will be overwritten going forward with new information.

Step 4: UNI Works defaults to available all day. Limit availability by adding available times for a particular day of the week. Remove the Available check to remove availability for an entire day. Availability can be adjusted for each day of the week and is repeated on a weekly basis until it is changed with a new effective date.

Step 5: Click Submit.

A message notes the change is awaiting approval by the Scheduling Partner. Upon approval, the Scheduling Partner will be notified of schedule conflicts, if any.

Note: The employee is responsible for the shift until the manager approves the availability change. Once approved, shifts with conflicts will be removed from the employee's schedule.

 

Step 1: Click My Schedule in the Scheduling section to view your schedule. Select to view by day, week or month using the drop-down menu in the upper left.

Note: Each shift includes the time, scheduling partner, role (position), location and shift notes.

 

Step 2: Click View My Team's Schedule In the View section to view the Scheduling Partner's team schedule. This view includes less shift detail and fewer view options. The team schedule can be exported to Excel.

A student employee can manage a schedule change themselves if they are unable to work a scheduled shift. Open My Schedule and click on the shift to retrieve Shift Details.

An employee can select an option to give up the shift:

Shifts can be placed on the Open Shift Board either by the Scheduling Partner or by an employee needing a substitute but not wanting to swap.

Step 1: Click Open Shift Board to view.

Step 2: Click a shift to view the shift details. 

 

Step 3: Click Cover Shift to claim the shift.

 

Step 4: Click Submit to finalize.

The shift will disappear from the Open Shift Board and will appear on the schedule for the person who claimed it. The person claiming the shift will also receive a notification.

The person posting the shift will notice that the shift is no longer on their schedule. They will see an Archived Task that shows the open shift request was completed.

Step 1: Select a worker by searching for a specific person or using the first option selecting Eligible Workers in my Scheduling Organization.

Step 2: Eligible location workers will be filtered. Select worker to swap with. Click Submit.

Step 3: Select the Shift to Swap.

 

Step 4: Click Submit. A message will appear summarizing the swap request.

The Schedule will update showing SWAP PENDING. (At this point, the swap can be withdrawn by clicking on the shift and select Withdraw Request, then Submit.)

Step 5: The swap request appears as a task when the requested worker logs in. Click on the task.

Step 6: The requested teammate clicks Accept or Deny.

If the swap is accepted, the requester receives a notification, and the schedule is automatically updated. There is no manager approval required. 

 

If a swap is denied, Reason is a required field. Click Submit to complete the process.

This message accurately states that denial terminates the business process. Once submitted, the swap pending message is removed from the shift. The denial can be seen in the requestor's Archive section for My Tasks.

Note: A shift continues to be the responsibility of the scheduled employee until it is swapped or claimed on the Open Shift Board. Posting a shift or requesting a swap does not end the responsibility for the shift.