For more information about this job aid, please contact the Office of Business Operations.

Overview

Scheduling in UNI Works

• easily communicates schedules to employees.

• coordinates scheduling across departments for employees working in multiple areas.

• allows managers to easily compare hours scheduled with hours worked.

• calculates labor costs in advance.

• provides an online process for employees to submit their availability.

• provides an online process for qualified employees to sign up for open shifts or swap shifts.

Key Terminology

Time and Scheduling Hub

Frontline managers use the Time and Scheduling Hub to quickly access Time Tracking, UNI Works Scheduling, Absence Management, and tasks and reports.

Access Time and Scheduling Hub under the UNI Works menu.

Note: Time and Scheduling is for employee self-service activity and Time and Scheduling Hub is for manager supervisory actions.

 

The Scheduling section on the Overview page is used to set up employees for scheduling. Build the schedule using the Scheduling menu under Time and Scheduling Hub.

To schedule an employee, the employee needs to be hired in UNI Works and have Schedule Tags assigned. Work availability defaults to always available but can be added to rule out unavailable times for scheduling. 

Assign Schedule Tags

Step 1: Access Assign Schedule Tags from the Time and Scheduling Hub/Overview (or search for Schedule Tags). Select Assign Schedule Tags to Worker. 

  


Step 2: Select the Worker first. Search the worker's name or use one of the filtering aids listed and choose from a list. It may be easiest to select the My Team filter.

Step 3: Once the Worker is selected, choose the Position for workers who have more than one position.

Step 4: Use the calendar to select the As Of date. This is the first date the worker can be scheduled for the position (Schedule Tag).

 

Step 5: Click OK.

Step 6: Select the worker Role(s) from the list provided in the drop-down menu. All areas use Role. Some departments have additional required fields such as location or certification.

Step 7: Click Submit.

Notes:

• Do not use the comment field. It causes the program to not work.

• submit a Service Hub ticket if additional roles, schedule tags, or locations are needed.

What Happens Next

The worker will be qualified to work shifts using the schedule tag for the selected role. The Scheduling Partner(s) will see a notification that this action was successfully completed in their My Tasks/Archive folder.

Change Work Availability

Step 1: Access Change Work Availability for Worker from the Time and Scheduling Hub (or search for Availability). Click Change Work Availability for Worker.

 

Step 2: Select the Worker by searching their name or use one of the filtering aids listed and choose from a list. It may be easiest to select My Team

 

Step 3: Enter the Effective as of Date.

Step 4: Update the employee's availability for each day of the week. Remove the Available checkmark for days when the employee is not available.

Step 5: Click Add to add multiple times the employee is available within a single day. 

 

Step 6: Click Submit.

Note: Availability is tracked by the week Sunday-Saturday. Availability copies forward until it is changed with a future effective start date.

Employees can add availability, which can affect schedules. Employee changes are sent to all Scheduling Partners for approval. Once approved, a scheduling partner should refresh the schedule (Actions/Refresh Schedule) and review possible new conflicts.

Although preference are available in UNI Works, they are not being utilized at this time.

What happens next

A scheduling partner for the organization needs to refresh the schedule and adjust for the availability changes.

If a Scheduling Partner did the availability update, there is no notification in My Tasks/Archive. If the employee submitted their availability, the scheduling partner(s) will receive a notification for approval. Once approved, the schedule will need to be refreshed and adjusted.

Create Schedule

Step 1: Access Schedules from the menu. Scheduling is under Time and Scheduling Hub.

 

Step 2: Select the supervisor of the employee to be scheduled from the drop-down list.

Note: A supervisor may have the role of Scheduling Partner for multiple employee groups so may schedule employees they do not supervise.

 

Step 3: Schedules are created for a week. Advance to the desired date. If there is no current schedule, choose to Copy from a Prior Week or Manually Create Schedule.

 

Step 4: Add Shift using the drop-down menu under Actions.

Step 5: A window appears with shift details. Add the Date and Time. Complete the Worker and Position fields. The Worker field can be left open. (Click the Post to Open Shift Board if the shift should be open for employees to claim.) Role (and Location for some organizations) are required to filter employees qualified for the shift.

Scroll down to see additional fields. Shift Notes is an optional field used to add needed detail to the shift for the employee.

Meals and Breaks can be added to the schedule. This is optional.

Step 6: Click Save (or Publish for a previously published schedule.)

Scheduling Notes:

• Refresh Schedule (Actions/Refresh Schedule) every time the schedule is accessed. It does not refresh on its own.)

• Add additional shifts by right-clicking on a shift, select Duplicate, and adjust the fields, as needed.

• Edit shifts by right-clicking on a shift, select Edit, and adjust the fields, as needed.

• All employees assigned to a scheduling partner appear on their schedule.

• New employees who have not previously been added to UNI Works can be scheduled once they are added to UNI Works. New employees who have previously been added to UNI Works cannot be scheduled until their start date.

Step 7: Schedule Views can be by role, location or workers. The amount of detail can be adjusted on each View.

Schedule Conflicts

Schedule conflicts are shifts that have a setup issue. Conflicts noted in red must be resolved before publishing a schedule. These issues might be that the employee does not have a scheduling tag or location that is required on a shift. Perhaps the employee is already scheduled or is unavailable during the shift.

A red warning will appear when creating the shift and when trying to publish the schedule.

View the conflicts to identify the issue. Click on View Shift to troubleshoot and correct the problem.

Conflicts noted in yellow are warnings. The shift conflicts with work rules but the system will allow the shift on the schedule. An example of a warning is a employee scheduled more than 40 hours per week. Change is not required.

Publish Schedule

Publishing a schedule moves it from a draft status to published. Once published, it is visible to employees.

Notice the status under the date is DRAFT and the Publish button is available.

To publish a schedule, click the Publish button. Notice the status button under the date is PUBLISHED and the Publish button is unavailable.

Once a schedule is published, employees can see the schedule, claim open shifts and swap shifts. The schedule can be printed by clicking Actions.

Schedule Changes

Shift Swaps/Open Shifts

Employees can sign up to swap shifts, post shifts and cover shifts from the Open Shift Board. These changes are automatically approved and submitted. No manager intervention is needed as long as the shift criteria is met (i.e. employees have appropriate schedule tags, entire shift(s) covered, etc.)

Note: Shift swaps and posting open shifts are only intended for use by student employees. The employee is responsible for the shift until the manager approves the availability change.

 

Edit Shift

A published schedule can easily be changed by a Scheduling Partner. When editing or adding a shift, there is an option to Save or Publish the changed shift. Select Publish.

Mass Edit Published Schedule for Worker

A mass Edit changes future shifts for a specific employee.

Step 1: Click on the shift and select Mass Edit.

 

Step 2: There are multiple fields to edit such as Time, Worker, and Role. Select future shifts to apply the change. Click Apply. This is especially useful if an employee needs to adjust shift time or if a worker resigns and shifts are applied to their replacement.

Step 3: Refresh the schedule after changes are made.

Step 4: Once a schedule is published, employees can see it by logging into the UNI Works app. The schedule can be printed by clicking Actions.

Scheduling Reports

There are several available scheduling reports. Reports can be viewed, printed and exported to Excel to accommodate varying needs.

Reports to assist in schedule set up:

Report to assist with labor management: