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Self-Service Portal

Empower employees to manage their schedules, time, and preferences through the self-service portal.

Overview

The self-service portal allows employees to:

  • View their schedules
  • Clock in and out
  • Request time off
  • Swap shifts with colleagues
  • Set availability preferences
  • Bid on available shifts
  • View personal performance

Accessing Self-Service

Employees access self-service by:

  1. Logging in with their credentials
  2. The dashboard shows relevant self-service features
  3. Click My Schedule for schedule views

Self-service features are available to all employees regardless of role.

Viewing Your Schedule

Schedule View

  1. Go to My Schedule from the sidebar
  2. See your upcoming shifts
  3. View by day, week, or month

Schedule Details

Each shift shows:

  • Date and time
  • Shift template (Morning, Evening, etc.)
  • Break times
  • Location (if applicable)

Calendar Export

Export your schedule to external calendars:

  1. Click Export
  2. Choose format (iCal, Google)
  3. Add to your calendar app

Time Off Requests

Submitting Requests

  1. Go to My Schedule → Request Time Off
  2. Select request type:
    • Vacation
    • Sick
    • Personal
    • Other
  3. Choose dates
  4. Enter total hours
  5. Add notes (optional)
  6. Submit request

Request Status

Track your requests:

| Status | Meaning | |--------|---------| | Pending | Awaiting review | | Approved | Request granted | | Denied | Request rejected | | Cancelled | You cancelled |

Viewing Requests

See all your time-off requests:

  1. Go to My Schedule → Time Off
  2. Filter by status
  3. Click any request for details

Submit vacation requests early for best approval chances.

Shift Swaps

Requesting a Swap

Trade shifts with another employee:

  1. Go to My Schedule
  2. Click on the shift you want to swap
  3. Click Request Swap
  4. Select the shift you want instead (optional)
  5. Submit swap request

Swap Workflow

  1. You request a swap for your shift
  2. Other employees see it's available
  3. Someone accepts the swap
  4. Supervisor approves (if required)
  5. Schedule updates automatically

Accepting Swaps

See available swaps from others:

  1. Go to Shift Swaps
  2. View open swap requests
  3. Click Accept on shifts you want
  4. Wait for approval

Available Shifts

Picking Up Shifts

View and claim open shifts:

  1. Go to Available Shifts
  2. See unclaimed shifts
  3. Filter by date or skill
  4. Click Claim to take a shift
  5. Shift is added to your schedule

Eligibility

You can only see shifts where:

  • You have required skills
  • It doesn't conflict with existing shifts
  • You haven't exceeded hour limits

Shift Bidding

How Bidding Works

For biddable shifts:

  1. Go to Available Shifts → Open Bids
  2. View shifts available for bidding
  3. Submit your bid with priority
  4. Wait for bidding to close
  5. Check results when announced

Bid Priority

Set your preference order:

  • 1 = Highest priority (want most)
  • 2, 3, 4 = Lower priorities

Shift assignment considers seniority, skills, and bid priority.

Availability Preferences

Setting Availability

Tell supervisors when you prefer to work:

  1. Go to My Schedule → Availability
  2. For each day, set:
    • Available or not available
    • Preferred start time
    • Preferred end time
  3. Save preferences

Example Configuration

json
{
  "monday": { "available": true, "preferredStart": "08:00", "preferredEnd": "16:00" },
  "tuesday": { "available": true, "preferredStart": "08:00", "preferredEnd": "16:00" },
  "saturday": { "available": false },
  "sunday": { "available": false }
}

Availability vs. Schedule

  • Availability = Your preferences
  • Schedule = Actual assigned shifts

Supervisors try to match availability when creating schedules, but business needs may require different assignments.

Clock In/Out

Clocking In

  1. From the dashboard, click Clock In
  2. Confirm the action
  3. Timer starts showing your current session

Clocking Out

  1. Click Clock Out
  2. Review hours worked
  3. Confirm to end session

Break Management

While clocked in:

  1. Click Start Break
  2. Select break type
  3. Break timer starts
  4. Click End Break when returning

My Performance

Viewing Metrics

See your personal performance:

  1. Go to My Schedule → My Metrics
  2. View your stats:
    • Adherence percentage
    • Hours worked
    • Contacts handled
    • Average handle time

Performance Period

Select time period:

  • Current week
  • Last week
  • Current month
  • Custom range

Comparing to Goals

See how you compare to targets:

  • Green = Meeting or exceeding
  • Yellow = Slightly below
  • Red = Needs improvement

Mobile Access

Responsive Design

Self-service works on mobile devices:

  • Full feature access
  • Touch-friendly interface
  • Optimized layouts

Quick Actions

From mobile dashboard:

  • One-tap clock in/out
  • View today's schedule
  • Check pending requests

Notifications

Email Notifications

Receive emails for:

  • Schedule published
  • Shift changes
  • Request decisions
  • Swap opportunities

Managing Preferences

Control notifications:

  1. Go to Settings (user menu)
  2. Select Notifications
  3. Toggle notification types
  4. Save preferences

Best Practices

  1. Check schedule regularly: Log in at least weekly
  2. Request time off early: More notice = better approval odds
  3. Update availability: Keep preferences current
  4. Respond to swaps promptly: Help colleagues when you can
  5. Clock accurately: Maintain reliable attendance

Troubleshooting

Can't Clock In

If clock button is disabled:

  • Check if you have a shift today
  • Verify you're within clock-in window
  • Contact supervisor if issues persist

Request Not Appearing

If submitted request isn't showing:

  • Refresh the page
  • Check correct date range
  • Verify submission was successful

Schedule Not Visible

If you can't see your schedule:

  • Check if schedule is published
  • Verify your team assignment
  • Contact admin if issues continue

Next Steps