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Schedule Approval

Kellie Oxley Updated by Kellie Oxley

Schedules will need to be Approved before employees can view which Jobs they are assigned to. This ensures that unfit Schedules are not delivered to employees, and you can be confident that a Schedule will remain as a 'draft' until it has been approved.

Submit for Publishing

Before employees can view Jobs they are Assigned to, the Schedule needs to be Approved. When viewing a Schedule where the date range has not already been Submitted for publising, you will be able to select Submit for Publishing in the toolbar.

Note: A Schedule cannot be Submitted for Publishing if there is a Critical Task that does not have the required number of employees Assigned to it.
Note: An Admin user that has the option of Publish Schedule selected within User profiles > Schedule can Publish any schedule without the need for approval

Additionally, it is not possible to submit the past dated Jobs for Approval. Schedule Date range and Jobs must be in present and/or future timeline to Submit for Approval.

It is also possible to submit a Subgroup rather than the entire Schedule for Publishing. This may be relevant if not all the Schedule is ready to be approved, but a Subgroup requires immediate Approval and visibility to employees, or you simply only have access to manage a Subgroup within a Schedule.

Once a Submission has been made, a notification will be sent to any Managers authorised to approve that Schedule.

Approving Schedules

A manager can use the Manage Approvals screen, providing they have the 'Publish Schedules' option selected on their User profile, to see a list of all the Schedules (and Subgroups) that are awaiting Approval and are authorised to Approve. Each item will show important information, such as the date range, number of Jobs, and the number of Unassigned and Invalid Jobs:

Alternatively the Schedules awaiting approval can be viewed on the dashboard:

A Schedule can be Approved or Rejected using the Publish and Reject buttons.

You can view more details by selecting View Details. This will open the Schedule in an Edit Schedule view, where Jobs can be viewed, filtered, and accessed in the normal way. From this screen, you can review the Schedule in greater detail, and then Publish and sync or Reject it.

Once a Schedule has been published and synced, any employees who are assigned to Jobs within it are notified that they can now access their own Approved Assignments.

Change Schedules Post-Approval

It is possible that a Schedule that is currently being edited has already been submitted, in part, for Approval. This may be because the date overlaps with another Schedule, or a Subgroup has already been Submitted for Approval. In cases such as this, the Submit for Approval button will not be available.

You can select the info button next to the Submit button to display a detailed breakdown of why a Schedule cannot be submitted. The Details window will then give a breakdown of what parts of the Schedule have already been submitted.

By default, any Job within an Approved Schedule will become read-only and you cannot change the details or assignments of the Job. However, it may be the case that Schedules need to be adjusted after they have already been Approved.

Note: Editing a Schedule after it has already been Approved should be done with caution. Employees will have already been notified of the Approved Schedule and may have already reviewed their Approve Assignments.

To make changes to an Approved Schedule, you can select Unlock on the Schedule to enable editing:

After an Approved Schedule has been Unlocked you can make changes as required, like you were editing a Schedule as normal. Once you have made the changes, select Submit for Publishing again to authorise the changes you have made, Or if you have the Publish Schedule permission in your assigned user profile then you will be able to select Publish to immediately publish your changes.

Any changes will automatically be evaluated, and any conflicts and invalid Assignments will be highlighted. Once the new Schedule has been Published and Synced, affected employees will be notified that their Approved Schedule has been changed.

Note: While the Schedule is in an Unlocked state, the changes made by a User will not be visible by the Employee. However, any authorised User that has access to the Schedule can see the changes in an Unlocked state only. Employees will be notified about the changes made once the Schedule has been Published and Synced by the User.

It is recommended to Submit the Schedule for publishing as soon as the User has finished the changes in the Unlocked schedule, to avoid the differences between the User and Employee Schedule.

When a User Deletes any Job or Subgroup or Schedule, the system does not wait for the Approve and Sync to make the changes effective. It will immediately make it effective in the Employees Schedule. Users must use the Delete operations carefully.

If a User tries to navigate away while the Schedule is in an Unlocked state, logs out or tries to reload the Auto-Rostering application, they will be presented with a Confirmation message and the Schedule will save the changes. However, the Schedule will remain in an Unlocked state and the User will need to Submit for Publishing to follow the remaining process of notifying the Employees about the changes made.

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