Description: In this topic you will learn how to use the scheduling system as an employee for services provided for clients and programs. The schedule is view only and to serve as a reminder for schedule shifts. You cannot clock in or out through the schedule. Please use your normal process to clock in and out for a shift. In the scheduling module employees can do the following:

  • View their shifts, even if they work for multiple clients and programs

  • Offer their shift and find someone to claim (pick up) the shift

  • Claim (pick up) additional shifts

  • Create an availability template for the employee's supervisor

  • Receive scheduling notifications

*Please note: The DCI Scheduling Module is used by some organizations. For questions regarding if your organization is utilizing the scheduling module please contact your supervisor or employer.

Role Required: Employee

Permission Required: N/A

Page Contents:

View Schedule Web Portal

Your supervisor or employer will create your schedule. Once the schedule has been created it will be published and your schedule will be viewable.

  1. Log in to your personal profile
  2. Click Home on the main menu
  3. Click Schedules on the sub menu
  4. View your schedule details on the Your Schedule page

Schedule Details

  • The schedule module displays the current week’s schedule listed by all active service accounts

  • To view a different week, use the arrows or the calendar icon

  • View the schedule for Today, by Day or by Week

  • To see a detailed view of the current day’s scheduled shifts click “Today”

  • Under the date, two numbers are listed (i.e., 8/12)

  • The first number is the total number of hours worked based on your pending and approved punches

  • The second number is how many total hours are scheduled for the day

  • Each shift will display start and end time, total hours, and the client or program name, if applicable

  • Scheduled Shifts (published) will appear in light blue

  • On Call Shifts (residential and day program only) will appear in dark blue

  • Offered Shifts will appear in yellow

  • My Offered Shifts (shifts you have offered for others pick up) will appear in red

  • Click the Printer icon to print your schedule in a calendar or list format

  • Schedule notifications may be received based on the settings of your organization.

  • If notifications are enabled by your program, you may receive notifications when:

  • The schedule has been published

  • If changes are made to the schedule and it is re-published

View Schedule Mobile App

Your supervisor or employer will create your schedule. Once the schedule has been created it will be published and your schedule will be viewable. Not actions can be taken in the mobile app, the schedule is only viewable.

  1. Log in to your personal profile
  2. Click Menu icon, (hamburger menu) in the upper left corner
  3. Click Schedules on the menu
  4. View your schedule in a list format by week, today or offered shifts with the following information included for each shift
    1. Day
    2. Service Date
    3. Start Time
    4. End Time
    5. Employee Name
    6. Account Type
    7. Service Code
    8. Hours
    9. Status (Pending, Scheduled, Rejected, Offered, On-Call (residential only)

Offer Shift

If you are unable to work a scheduled shift, you can offer the shift for another employee to claim (pick up). The offered shift is only available for employees with active service accounts for the client or program to claim.

Please note: Schedule swapping is not permitted by all organization, please contact your supervisor or employer to verify utilization.

  1. Log in to your personal profile
  2. Click Home on the main menu
  3. Click Schedules on the sub menu
  4. Click the shift you wish to offer up to open the view schedule form wizard
  5. On the view schedule form wizard, click Offer Shift
  6. Click Yes on the confirmation alert window
  7. The offered shift will turn red on your calendar and will be available for employees with active service accounts for the client or program to claim
    1. When another employee claims your offered shift, your supervisor or employer will review the schedule swap request and approve or reject
      1. If the schedule swap is approved, the offered shift will no longer appear on your schedule
      2. If no one claims your offered shift or your supervisor rejects the schedule swap, it will be added back to your schedule and you will be responsible for working the shift
      3. When the supervisor or employer has completed the review, you will receive a notification if enabled by your organization

Cancel Offer Shift

If you are able to work the shift, you can rescind the offer and cancel the offered shift.

  1. Log in to your personal profile
  2. Click Home on the main menu
  3. Click Schedules on the sub menu
  4. Click the offered shift to open the view schedule form wizard
  5. Click Reclaim Shift
  6. Click Yes on the confirmation alert window
  7. The shift will appear blue again on your schedule

View My Offered Shifts

  1. Log in to your personal profile
  2. Click Home on the main menu
  3. Click Schedules on the sub menu
  4. View your schedule details on the Your Schedule page
  5. Click the Checkbox next to View My Offered Shifts above the calendar
    1. My Offered Shifts will appear in red

View Offered Shifts

  1. Log in to your personal profile
  2. Click Home on the main menu
  3. Click Schedules on the sub menu
  4. View your schedule details on the Your Schedule page
  5. Click the Checkbox next to View Offered Shifts above the calendar
    1. Only shifts that you have an active service account for will appear
    2. Offered shifts will appear in yellow

To Claim an Offered Shift

  1. Log in to your personal profile
  2. Click Home on the main menu
  3. Click Schedules on the sub menu
  4. Click the offered shift to open the view schedule form wizard
  5. Click Claim Shift
  6. Click Yes on the confirmation alert window
  7. The shift will be reviewed and approved or rejected by the supervisor or employer
    1. The shift remain yellow until it is reviewed by your supervisor.
      1. If the schedule swap is approved, the shift will appear blue on your schedule
      2. If the schedule swap is rejected, it will be given back to the original employee
      3. When the supervisor or employer has completed the review, you will receive a notification if enabled by your organization

To Cancel Your Shift Claim

  1. Log in to your personal profile
  2. Click Home on the main menu
  3. Click Schedules on the sub menu
  4. Click the claimed shift to open the view schedule form wizard
  5. Click Cancel Request
  6. Click Yes on the confirmation alert window

Create Availability Template

Create an availability templates in DCI so your supervisor is aware of when you are available to work. Availability templates can be created for up to 13 weeks, and must be renewed when they have reached their end date. Availability templates are created for a set of days that you have the same availability for. For example, if you are only available from 6 AM to 6 PM on weekdays, but all day on weekends, you will have two different availability templates. Employees can have multiple availability templates. To create a new availability template:

Please note: Availability templates are not used by all organizations. Contact your supervisor or employer to learn more about availability templates.

  1. Log in to your personal profile
  2. Click Home on the main menu
  3. Click Availability on the sub menu
  4. Click Actions button
  5. Click Create Template from the actions dropdown
  6. Fill out the Create Template form wizard
    1. Template Name
    2. Select the Start and End Times that you are available
    3. Select the Dates for this availability template, up to 13 weeks
    4. Check the Days for each day of the week this availability template applies to
  7. Click Save.
  8. Click Yes on the confirmation alert window
  9. Click Publish
  10. A Review window opens, click the Template Name checkbox to send to your supervisor for approval
  11. Click Yes on the confirmation alert window
  12. The schedule status has changed to Published
    1. Once your supervisor or employer reviews it
      1. The availability template will turn green if it is approved and the will update to Approved
      2. The availability template will turn red if it is rejected and the will update to Rejected

Edit Availability Template

You can edit the availability template to make changes to your template by changing individual entries, or editing the entire template. Changes can be made to pending, published, and approved templates. If you edit an approved template, it will need to be re-published for supervisor approval.

  1. Log in to your personal profile
  2. Click Home on the main menu
  3. Click Availability on the sub menu
  4. To Edit an availability template
    1. Right click on the date you want to edit
    2. Click Edit
    3. Edit the start and end time
    4. Click Save 
    5. Click Yes on the confirmation alert window to apply to just this individual entry or click Yes to All to apply to all entries on the same day of the week
  5. To Delete an availability template
    1. Right click on the date you want to delete
    2. Click Delete
    3. Click Yes in the confirmation alert window to delete just this individual entry or click Yes to All to apply to all entries on the same day of the week
  6. Add Availability Entry - add a day of the week not specified in availability template
    1. Click in the blank day to launch the Add Availability Entry form wizard
    2. Fill in the Start and End times
    3. Click Save
    4. Click Yes in the confirmation alert window
  7. Make changes the entire template
    1. Click the Pencil icon in the Template column
      1. This function is only available when the template is in Pending status
    2. Make changes and edits to the availability template in the Edit Template form wizard
    3. Click Save
    4. Click Yes in the confirmation alert window
  8. When changes are complete, click Publish
  9. A Review window opens, click the Template Name checkbox to send to your supervisor for approval
  10. Click Yes on the confirmation alert window
  11. The schedule status has changed to Published
    1. Once your supervisor or employer reviews it
      1. The availability template will turn green if it is approved and the will update to Approved
      2. The availability template will turn red if it is rejected and the will update to Rejected

Authorization Check

Hourly employees can check if there is enough authorization units and an existing authorization for future service dates. When running an authorization check, the system will alert the employee if the shift:

  • Results in overtime

  • Overlaps with a published schedule entry

  • Exceeds the authorization balance

  • Is outside of the authorization dates

Run an authorization check

  1. Login to your personal profile
  2. Click Home on the main menu
  3. Click Entries on the sub menu
  4. Click Actions button
  5. Click Authorization Check in the actions dropdown
  6. Complete the form wizard for the proposed shift
  7. Click Verify
  8. If the shift passes all above listed rules, you will receive a Green Check Mark. If the shift violates any of the above listed rules, you will receive a Red X.