Making Requests

Important: Approved requests are not displayed in schedule views until a scheduler generates a schedule using the Approved Requests option in Schedule Editor.

The My Requests page lets you view your schedule and make requests. If you want, you can also use the My Requests page to make requests outside of your primary profile, such as requesting to float to another profile if you have permission to do so, making requests in a secondary profile, or making requests to a profile where you are transferring to.

For an overview of the request process, see Understanding Requests. For a review of the My Request page's features, such as the Show menu, Projected Paid Hours window, and the Skill Coverage window, see Understanding the My Request Page.

This topic reviews all the ways you can make requests. The steps change slightly depending on which of the four views you are using.

• Calendar by Task, Calendar by Employee, and Weekly by Employee views use very similar steps.
• Weekly by Task view uses different steps.

Making Requests: Calendar by Task, Calendar by Employee, and Weekly by Employee Views

1. From the Schedule menu, select My Requests. This opens the page in Calendar by Task view. The dates displayed are for the current period and your primary profile schedule is in view.
2. If enabled, you can select a different profile from the Profile menu.
3. If you want, you can apply a filter using the Filter menu.
4. To change the date, use the Date Navigation Bar.
5. You can limit the data on display by making a selection from the Show menu.
   • Show Only Requests: Select this option to hide schedule data and display only requests.
   • Show Only My Schedule: This option is selected by default; it hides the data for other employees so you can see just your schedule and requests. If you want to see the schedule of other employees, deselect this option. If this option is disabled and you cannot deselect it, your manager has restricted the ability to view other employee schedules.
     • If you select both Show Only Requests and Show Only My Schedule, the page displays only your requests.
6. Select your view.
   1. Calendar is selected by default. If you want, you can click Weekly.
   2. Task is selected by default. If you want, you can click Employee.
7. If you are using the Weekly by Employee view, you may need to scroll down to see your name and scroll right to find the dates you want.
8. Click a day or days to select them. The page highlights your selected days in yellow and their information is displayed in the Select Dates pane of the Requests Sidebar with the code (N) for New request.
   1. If you select a day by mistake, click it again in the Schedule Grid to deselect it. If you want to clear all selections, click Clear at the bottom of the Request Sidebar.
9. In the bottom pane of the Requests Sidebar, select the task or tasks you want to request from the Select Tasks tree. The tree populates its selections based on your skills and selected profile. If a task is displayed in gray, Staff Manager cannot accept any more requests for that task.
10. When you have selected all the dates and tasks you want to request, click Select at the bottom of the Request Sidebar. The sidebar updates to show the Submit Requests pane and the Note to Scheduler pane. Your new requests are all selected automatically, as indicated by the blue background and white text.
11. If your organization uses the optional Block Requests features, you can select the check box beside any request in the Submit Requests pane to make it a Block request.
12. If you want, you can add a note to the scheduler in the Note to Scheduler pane. If you have multiple requests selected in the Submit Requests pane, the same note applies to all of them. If you want to add a note to only one or two of multiple requests, click the other requests to deselect them, and then add your note. The page adds your note to just your selected request or requests.
13. Click Save.
    

Making Requests: Weekly by Task View

The Weekly by Task View only displays the tasks that you are able to request according to your profile configuration. Therefore, some schedule data may be omitted from this view.

1. From the Schedule menu, select My Requests. This opens the page in Calendar by Task view. The dates displayed are for the current period and your primary profile schedule is in view.
2. If enabled, you can select a different profile from the Profile menu.
3. If you want, you can apply a filter using the Filter menu.
4. To change the date, use the Date Navigation Bar.
5. You can limit the data on display by making a selection from the Show menu.
   • Show Only Requests: Select this option to remove schedule data and displays only requests.
   • Show Only My Schedule: This option is selected by default; it hides the data for other employees so you can see just your schedule and requests. If you want to see the schedule of other employees, deselect this option. If this option is disabled and you cannot deselect it, your manager has restricted the ability to view other employee schedules.
     • If you select both Show Only Requests and Show Only My Schedule, the page displays only your requests.
   • Show Needs: An optional feature, this shows you where more staff members are needed in the schedule, highlighted in yellow. You only see this option if your organization has configured it. If your organization is not using Show Needs, the option is not available, and you are not able to view staffing needs.
6. Change the view by clicking Weekly. The page refreshes to show the new view.
7. Scroll as needed to find the Task and Date you want to request. For example, you may need to scroll down to find the Task, and then scroll right to find the date.
8. Click a day or days to select them. The page highlights your selected days in yellow and their information is displayed in the Select Dates pane of the Requests Sidebar with the code (N) for New request. Be aware, however, that if Schedule Grid cell has a gray background, Staff Manager cannot accept any more requests for that task and the My Requests page does not let you select it.
   1. If you select a day by mistake, click it again in the Schedule Grid to deselect it. If you want to clear all selections, click Clear at the bottom of the Request Sidebar.
9. If your organization uses the optional Block Requests features, you can select the check box beside any request in the Submit Requests pane to make it a Block request.
10. If you want, you can add a note to the scheduler in the Note to Scheduler pane. If you have multiple requests selected in the Submit Requests pane, the same note applies to all of them. If you want to add a note to only one or two of multiple requests, click the other requests to deselect them, and then add your note. The page adds your note to just your selected request or requests.
11. Click Save.

After saving the changes, the page refreshes to show your new requests in the Schedule Grid and the My Requests pane. You may receive feedback about your request or requests immediately, depending on how your organization has configured the following request options:

• Auto Approve: If your request can be automatically approved, the background color turns dark green and displays the code (A) for Approved.
• Wait List (Disabled): If your request cannot be accepted due to a request limit, you see a window entitled These requests are not allowed due to request limits. The window displays the limits in effect. Click OK to close the window.
• Wait List (Enabled): If your request cannot be accepted due to a request limit, you see a window entitled These requests are Wait Listed due to request limits. The window displays the limits in effect. Click OK to close the window. The background color of your requests turns orange and displays the code (W) for Wait Listed.
• Standard: If your request is not affected by the Auto Approve or Wait List features, the background color of your requests turns dark blue and displays the code (P) for Pending. The request stays pending until a manager processes it.

When a Task is Not Available for Requests

Managers can limit the number of requests Clairvia Web accepts for a task. The My Requests page lets you know when no more requests can be made for task in different ways, depending on your current view.

• In the Calendar by Task view, Calendar by Employee view, and Weekly by Employee view, unavailable tasks are listed in gray text in the Select Tasks tree.
• In the Weekly by Task view, the cell containing an unavailable task appears disabled (gray). You can click the cell, but Staff Manager does not allow you to select it.

Clairvia Web does not display:

• Any task defined with a staff number of zero (0) in the Staff Manager Client Staff Table
• Any task that a manager has marked as unavailable for requests.

You should see your manager if a task you believe should be available is not displayed.

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