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View Group Services Schedule

1. Log in to your personal profile
2. Click Scheduling on the main menu
3. Click Group Services on the submenu
4. Search for the group service by using the filters and click the Search buttontyping the name in the search filter
5. Click Search 
6. Click anywhere on the row of the group service Select the group service by clicking anywhere in the results row to open the Group Service Details page
7. The Group Services Schedule builder has two scheduling tabs:
   1. Employee Schedule
      1. All employees with an active service account for the specified group services program will be listed in the left header column of the schedule tableEmployees column
      2. The number of consumed weekly hours, scheduled weekly hours, and max available weekly hours will appear under each employee's name
      3. If you do not see the employee you wish to schedulea particular employee is not visible, verify that they have an active service account.
   2. Client Schedule
      1. Lists all All clients who have an active service account for the Group Services Programgroup services program will be listed in the Clients column
      2. Clients will be listed once per service code
8. The default view is a weekly view. To view an hourly view of one day, click “Day” the Day button or click “Today” the Today button to go navigate to today’s schedule. To return to the Week week view, click the Week button.
9. You can easily navigate Navigate to other weeks by using the arrows or the calendar icon
10. Each On the Employee Schedule tab, each shift will display the start and end time, total hours, and client initials for the group service.
    1. Scheduled Shifts (published) will appear in light blue
    2. On Call Shifts (residential and day program only) will appear in dark blue
    3. Offered Shifts will appear in yellow
    4. My Offered Shifts (shifts you have offered for others to pick up) will appear in light red
    5. Unpublished Change Unpublished Changes will appear in green
    6. Deleted Unpublished Change Changes will appear in bright red
11. There are several tools available to quickly make changes to your the schedule
    1. Click the Trash icon to clear the current schedule
    2. Click the Copy icon to copy the schedule from the a previous week
    3. Click the Printer icon to print the schedule
12. Right-click on any schedule entry and select:
    1. View: to view details
    2. Edit: to edit the entry
    3. Delete: to deletethe entry

Shift Swapping

Employees can offer published shifts if they are unable to work the scheduled shift. Another employee with an active service account for the same program/client can claim the shift. Shift swaps must be approved by the supervisor before they are complete.

View, Approve, and Reject Shift Swap Requests

1. Log in to your personal profile
2. Click Scheduling on the main menu
3. Click Pending Approvals on the submenu
4. The table will list all shift swap requests for the cost centers you have the Supervisor Rolein which the user has the supervisor role
5. Review the details of the shift swap in the table including:
   1. Client/Program Name
   2. Service Code
   3. Initial Employee - Employee offering the shift
   4. Claimed By - Employee claiming the shift
   5. Shift Date
   6. Shift Timings - Start and end time of the shift
   7. Status - i.e., Claimed
   8. Action - Click the A to approve, or the red R to reject the shift swap request.
6. In the Action Column, click A to approve the shift swap or R to reject the shift swap
   1. Action cannot be taken until an offered shift has been claimed by another employee
   In the schedule, the
   1. The entry will change from a yellow offered entry to a light blue published entry
   .
   1. 1. Both employees will be notified of the review if the message template is enabled

Additional Notes:

• If no one claims an offered shift, it will revert to the original employee’s schedule.

• The schedule is automatically updated and re-published when a shift swap occurs. You Supervisors do not need to revise the schedule based on the shift swap.

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Employees can create availability templates in DCI so that supervisors know when they are available to work. Availability templates must be approved by a supervisor before they are taken into consideration and whenever a change is made to them. You when created and when edited. If the availability template is approved, supervisors are unable to schedule an employee outside of their approved availability templates. 

*Please note: An alternate option is to view the employee's availability template but not approve it. The result is that the supervisor will not be restricted when scheduling the employee.

Review an Employee’s Availability Template

1. log Log in to your personal profile
2. Click Scheduling on the main menu
3. Click Availability Templates on the submenu
4. Use the filters to find locate the desired employee’s availability templatestemplate(s), or simply scroll through the table.
5. Click anywhere in the results row to open the Availability Template Details Page. page
6. After reviewing the template, go back to the Availability Templates Pagepage.
   1. Click the A to approve the template
   2. Click the red R to reject the template
   3. OR view the employee's availability template but do not take action. The result is that the supervisor will not be restricted when scheduling the employee.
7. Return You can return to the Availability Templates page at any time to view an employee’s availability

Reports

There will be are several Scheduling Reports available for the supervisor.

1. Click Reports on the main menu
2. Click/hover Hover over the Schedule Reports on the submenu
3. The following Scheduling Reports are available for the supervisorSelect one of the following scheduling reports from the flyout menu:

• Employee Schedule Report
• Client Schedule Report
• Group Service Schedule Report
• Missed Shift Report

Message Templates

Message Templates are automated messages and notifications that are sent to DCI users based on specific events or triggers in DCI. Message Templates can only be edited by a Super Usersuper user. Message Templates are split into two categories - messages and notifications. For more information on message templates, and templates view additional resources in the help center. The following message templates are available for the Scheduling Module:

• Schedule Published
• Shift Claimed Employee
• Scheduling Notify Failure to Punch
• Schedule Entry Rejected
• Availability Template reached the initial reminder deadline
• Availability Template reached reminder deadline frequency
• Unscheduled Punch
• Scheduling Notify Upcoming Shift Reminder
• Change in Published Schedule
• Offered Shift

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