Configuring Access Schedule Periods

Access Schedule Periods are periods where you define which access groups may enter requests and when. You define Access Schedule periods at the global level, then associate individual profile access groups and tasks to the global schedules. You also control whether employees can view schedule data during an access schedule period at the profile level.

You cannot duplicate access schedule periods (that is, two schedule periods that have all the exact same parameters). If you try to create a duplicate access schedule period, Staff Manager gives you a message warning you of the duplication when you try to save your changes; however, you can copy existing periods, then make changes as needed to create a new period.

Clairvia Web saves Access Schedule Periods configuration changes on a first come, first served basis. If multiple users make changes to the same access period at the same time, the first person to click Save will have their configuration saved. All other users will receive the message This data has been updated by another user. Your changes cannot be saved.

You can click Reset to undo any edits made since you last saved the configuration.

Adding an Access Schedule Period

Complete the following steps to add an access schedule period:

1. From the Configure menu, select Requests > Access Schedule Periods. The Access Schedule Periods page opens.
2. Click the Add link in the green menu bar to create a new schedule period.
3. Enter a name for the new period. Staff Manager lists Schedule Period Names in alphabetical order and ignores case (that is, it treats uppercase and lowercase letters as the same).
   • Names have a limit of 32 characters.
   • Names must be unique. If you enter a duplicate name, Staff Manager displays a message warning you of the duplication when you try to save your changes.
4. Select an Access Type to define. This option defines the access period. The options are Schedule-Based and Calendar-Based.
   1. Schedule-Based: When you select Schedule-Based, you can define when the access period starts and ends based on the start date of the schedule.
      1. Enter a whole number (no fractions or decimals) into the Access Begins (Days Before) box. For example, entering 32 means that employees can make requests beginning 32 days before the start date of the schedule.
      2. Enter a time in 24-hour format into the at the following time box. This value works with your Access Begins (Days Before) entry. For example, if you entered 32 for Access Begins, and then entered 0700 for at the following time, employees can begin making requests at 7 a.m. beginning 32 days before the start date of the schedule. The default value for this option is 0000 (midnight).
      3. Enter a whole number (no fractions or decimals) into the Access Expires (Days Before) box. For example, entering 14 means that Staff Manager stops allowing employees to make requests beginning 14 days before the start date of the schedule.
      4. Enter a time in 24-hour format into the at the following time box. This value works with your Access Expires (Days Before) entry. For example, if you entered 14 for Access Expires, and then entered 2000 for at the following time, Staff Manager stops allowing employees to make requests at 8 p.m. beginning 14 days before the start date of the schedule. The default value for this option is 0000 (midnight).
   2. Calendar-Based: When you select Calendar Based, you can define a calendar date range (the month and day of the start date and the end date) and when employees may access that period. Calendar-based periods can overlap with other defined schedule periods (both schedule-based and other calendar-based). When overlapped with a schedule-based period, the schedule-based configuration takes priority.
      1. Enter a Date Range.
         1. Enter a start date Month and Day, such as 1 and 1 for January 1.
         2. Enter an end date Month and Day, such as 6 and 30 for June 30.
      2. Select when Access Begins.
         1. Enter a number. This number is combined with the period in the next step to form a combination, such as 12 Days, 4 Weeks, and 2 Months.
         2. Select a period from the menu. Available options are Days, Weeks, and Months.
         3. Select a Start Date option. Available options are Before and After. This tells Staff Manager whether the period defined is before or after the start of the calendar period. The default option is Before. For example, if you entered a Start Date of 1/1 (January 1) and chose 12, Weeks, and Before, the access schedule period would begin 12 weeks before January 1.
      3. Select when Access Ends.
         1. Enter a number. This number is combined with the period in the next step to form a combination, such as 12 Days, 4 Weeks, and 2 Months.
         2. Select a period from the menu. Available options are Days, Weeks, and Months.
         3. Select a Start Date option. Available options are Before and After. This tells Staff Manager whether the period defined is before or after the start of the calendar period. The default option is Before. For example, if you entered a Start Date of 1/1 (January 1) and chose 12, Weeks, and After, the access schedule period would end 12 weeks after January 1.
5. Allow [employee] to view schedule during access period: Selecting this box makes schedule data visible to employees during the access schedule period. Deselecting the box prevents employees from seeing schedule data for the period regardless of the publish date. Requests, however, are always visible. Staff Manager replaces [employee] with your organization's selected Employee label, if that has been configured in Staff Manager Client.
6. Click Save. A window opens with the message Are you sure you wish to save these changes?
7. Click OK to complete the addition or Cancel to cancel it.

It is common to have both schedule-based and calendar-based access defined for the same profile. Managers use schedule-based periods to define request access based on the schedule start date for self-scheduling of work shifts and calendar-based periods to define access for time off, such as vacation or PTO.

Editing an Access Schedule Period

Complete the following steps to edit an access schedule period:

1. From the Configure menu, select Requests > Access Schedule Periods. The Access Schedule Periods page opens.
2. Select the period name in the Access Schedule Periods box.
3. Edit the access schedule period as desired, following the steps in the preceding section Adding an Access Schedule Period.
4. Click Save. A window opens with the message Are you sure you wish to save these changes?
5. Click OK to save the edits or Cancel to cancel them.

Copying an Access Schedule Period

Complete the following steps to copy an access schedule period:

1. From the Configure menu, select Requests > Access Schedule Periods. The Access Schedule Periods page opens.
2. Select a period name in the Access Schedule Periods box. This enables both the Delete and Copy links in the green menu bar.
3. Click the Copy link. Staff Manager creates a new access period with the name Copy of [highlighted period]. The new period has the same Access Type and groups/tasks associations as the original.
4. Edit the name, access type, and schedule viewing options, following the steps in the preceding section Adding an Access Schedule Period.
5. Click Save. A window opens with the message Are you sure you wish to save these changes?
6. Click OK to complete the copy or Cancel to cancel it.

You must change something in addition to the name in order to save the new Access Schedule Period, because Staff Manager cannot allow the same period to be defined twice (that is, two periods cannot have identical parameters).

Deleting an Access Schedule Period

Complete the following steps to delete an access schedule period:

1. From the Configure menu, select Requests > Access Schedule Periods. The Access Schedule Periods page opens.
2. Select the period name in the Access Schedule Periods box. This enables both the Delete and Copy links in the green menu bar.
3. Click the Delete link.
4. Click Save. A window opens with the message Are you sure you wish to save these changes?
5. Click OK to complete the deletion or Cancel to cancel it.

Important: Deleting an Access Schedule Period deletes all data associations with the schedule to access groups and tasks.

Related Topics