Accessing My Calendar as an Employee

When you log in as an employee on a computer, you'll land on the My Calendar screen, where you can view your shifts, any available open shifts or shift swaps, and the status of leave requests. Admins and managers will need to select the My Calendar tab. This feature helps you stay updated on all scheduled shifts and manage your work schedule efficiently.

The availability of open shifts and shift swaps may depend on the settings configured by your admin. Note that these options may not be accessible in all workplaces.

1. My Calendar Overview

The My Calendar screen allows you to track shifts, availability, and leave requests. Before exploring specific items on the calendar, we’ll cover basic navigation tips to help you use this feature effectively.

1.1 Navigating My Calendar

1.1.1 Switch between week and month views and navigate through past and future dates to see upcoming and past activities.

1.1.2 Select or deselect categories to view specific items on your calendar.

1.1.3 Collapse the side menu to focus on the main calendar. On a computer, hover your mouse over the left side to bring the side menu back up as needed.

1.1.4 Click on any item in the main calendar view to see detailed information.

2. Confirmed Shifts

Confirmed shifts include all past and future shifts published by your workplace. Clicking on a shift in the calendar provides additional details, such as date, time, location, position, and any relevant notes.

2.1 Shift Notes and Roster Notes

2.1.1 Shift Notes: Specific to your assigned shift, often detailing tasks for the day. Only visible to you.
2.1.2 Roster Notes: Visible to all staff scheduled during the roster period. Commonly used for team announcements or project focus areas.
Note: For questions about shift or roster notes, check with your manager or admin.

2.2 Shift Times for Past Shifts

2.2.1 Past shifts show actual clock-in and clock-out times if your workplace requires this. 

2.3 Shift Swaps for Future Shifts

2.3.1 If shift swaps are enabled, you may request a swap within the cut-off timeframe set by your workplace (typically 0–48 hours before the shift). 

3. Leave Requests

My Calendar also lets you request, cancel, and track the status of leave. This section simplifies leave management by showing requests that are pending or approved.

3.1 Requesting and Cancelling Leave

3.1.1 To request leave, select Request Leave and submit the details.

3.1.2 To cancel a leave request, click on Pending in the menu, and click on the x symbol.

4. Managing Availability

My Calendar lets you manage your availability, making it easier to inform management about any scheduling changes.

4.1 Setting Standard Availability

4.1.1 Use the Manage My Availability feature to set your regular availability.

4.1.2 Add additional availability for specific weeks if your schedule changes.

5. Open Shifts and Shift Swaps

Depending on your company’s settings, you may see open shifts or shift swaps on your calendar. These provide flexibility to pick up extra shifts or swap with colleagues when required.

5.1 Viewing and Requesting Open Shifts

5.1.1 Open shifts are displayed if enabled by your admin. Select the shift for more details or to make a request.

Frequently Asked Questions About Accessing My Calendar

1. How do I view my shifts in My Calendar as an employee?
Log in to your employee account, and you’ll land on the My Calendar screen. Here, you can see all scheduled shifts, open shifts, shift swaps, and leave request statuses. This screen helps you manage your work schedule and stay updated on any changes.
2. Can I switch between week and month views in My Calendar?
Yes, you can toggle between week and month views for easier navigation. Use these options to see past, current, and upcoming shifts or events at a glance.
3. What is the difference between shift notes and roster notes?
Shift notes are specific to your assigned shift and detail any tasks or information relevant to you. Roster notes, on the other hand, are visible to all staff scheduled during the same roster period, typically covering team-wide updates or focus areas.
4. How do I request or cancel leave through My Calendar?
To request leave, go to Request Leave and fill in the required details. If you need to cancel a leave request, select it from My Calendar and choose the delete option. This will remove your leave request from the system.
5. Can I request a shift swap through My Calendar?
If shift swaps are enabled by your workplace, you can request a shift swap within the allowed timeframe (usually 0–48 hours before the shift). Just select the shift in My Calendar and follow the swap request process.