Schedules
View and manage operational schedules, track approval status, and monitor day classifications for effective workforce planning.
Who can use this feature
Section titled “Who can use this feature”| Role | View Own | View Team | Edit Own | Edit Others | Approve | Manage Leave |
|---|---|---|---|---|---|---|
| Admin | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Operations Manager | ✓ | Team only | ✓ | ✗ | ✗ | ✗ |
| Operations Support | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
What are schedules?
Section titled “What are schedules?”Schedules define when team members are available for operational work, including:
- Regular working days and shifts
- Time off and leave periods
- Event assignments and coverage
- Holiday and non-operational days
- Availability preferences and constraints
Day classifications
Section titled “Day classifications”Meaning: Regular working day with scheduled events or availability
Status: Available for operational duties
Examples: Event coverage, on-call availability, routine work
Meaning: Non-working day, personal time off
Status: Not available for operational duties
Examples: Regular days off, planned leave, personal time
Meaning: Not scheduled for operational work but potentially available
Status: Flexible availability
Examples: Training days, administrative work, standby
Meaning: Public holiday or organizational holiday
Status: Generally not available (system-wide)
Examples: Christmas, New Year, national holidays
Approval statuses
Section titled “Approval statuses”Workflow Statuses
Section titled “Workflow Statuses”- Draft Draft: Schedule being prepared, not yet submitted
- Submitted Submitted: Awaiting management review
- Under Review Under Review: Being evaluated for approval
- Verified Verified: Approved and confirmed
Issue Statuses
Section titled “Issue Statuses”- Clarification Needed Clarification Needed: Additional information required
- Conflict Identified Conflict Identified: Scheduling conflict detected
- Pending Conflict Pending Conflict: Potential conflict under investigation
- Rejected Rejected: Schedule declined, revision needed
System Statuses
Section titled “System Statuses”- Pending CIPHR Pending CIPHR: Administrative processing in progress
- System Hold System Hold: Temporarily paused for technical reasons
Schedule types
Section titled “Schedule types”Purpose: Standard recurring work patterns
Scope: Weekly or monthly cycles
Approval: Typically approved in advance for multiple periods
Purpose: One-time or special event coverage
Scope: Single events or short periods
Approval: Individual approval per event
Purpose: Time off and absence management
Scope: Single days to extended periods
Approval: Requires advance approval and coverage planning
Purpose: Changes to existing schedules
Scope: Modifications to approved schedules
Approval: Depends on timing and impact
Schedule lifecycle
Section titled “Schedule lifecycle”Team members submit schedule preferences → Managers review for operational needs → Initial scheduling created
Operations Support reviews for conflicts → Cross-team coordination → Resource allocation verification
Management approval obtained → Final schedules published → CIPHR integration for payroll
Ongoing schedule monitoring → Change requests processed → Real-time adjustments as needed
Common workflows
Section titled “Common workflows”Submit preferences early → Review for conflicts → Coordinate with team → Await approval → Implement changes
Identify urgent need → Request immediate change → Fast-track approval → Communicate to affected parties → Update systems
Submit leave request → Check coverage requirements → Manager approval → Schedule adjustment → Team notification
Best practices
Section titled “Best practices”For Schedule Submitters:
- Submit preferences well in advance
- Be flexible with non-critical dates
- Communicate constraints clearly
- Respond quickly to clarification requests
For Schedule Managers:
- Review submissions within 48 hours
- Consider operational requirements and personal needs
- Communicate decisions with clear reasoning
- Plan for adequate coverage at all times
Troubleshooting
Section titled “Troubleshooting”Check for multiple overlapping entries. Contact Operations Support to resolve data conflicts.
Approved schedules may be locked. Submit change request through proper channels or contact Operations Support.
System integration delay. Usually resolves within 24 hours. Contact Operations Support if persists beyond 48 hours.