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Description: In this topic you , the user will learn how to use the scheduling system module as an employee for services provided for clients and programs. The schedule is view only and to serve serves as a reminder for schedule scheduled shifts. You Users cannot clock in or out through the schedule. Please use your the 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

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  • Create an availability template for the employee's supervisor

  • Receive scheduling notifications

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

Role Required: Employee (base user)

Permission Required: N/A

Page Contents:

Table of Contents

View Schedule - Web Portal

Your The supervisor or employer will create your the employee's schedule. Once After 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 menusubmenu
  4. View your schedule details on the Your Schedule pagetab

Schedule Details

  • The

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  • scheduling 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

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  • “Today."
  • Under the date, two numbers are listed (i.e., 8/12)
    • The first number is the total number of hours worked based on

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    • pending and approved punches
    • The second number is how many total hours are scheduled for the day
  • Each shift will display the 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

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  • the user has offered for others to pick up) will appear in red
  • Click the Printer icon to print

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  • the schedule in a calendar or list format
  • Schedule notifications may be received based on

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  • organization settings and include:
    • The schedule has been published
    • If changes are made to the schedule and it is re-published

View Schedule - Mobile App

Your The supervisor or employer will create your the employee's schedule. Once After the schedule has been created it will be published and your schedule will be viewable. Not No actions can be taken in the mobile app, the . The schedule is view only viewable.

  1. Log in to your personal profile
  2. Click the Menu icon, (hamburger menu) in the upper left corner
  3. Click Schedules on the menu
  4. View your the 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 program only)

Offer Shift

If you are the employee is unable to work a scheduled shift, you they 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 organizations. Please contact a 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 menusubmenu
  4. Click the shift you wish to offer up to open the view schedule form wizard
  5. On the view schedule form wizard, click Click Offer Shift
  6. Click Yes on the confirmation alert window
  7. The offered shift will turn red on your the calendar and will be available for employees with active service accounts for the client or program to claim
    1. When  When another employee claims your the offered shift, your a supervisor or employer will review the schedule swap request and approve or reject it.
      1. If the schedule swap is approved, the offered shift will no longer appear on your schedulethe schedule of the employee who offered it.
      2. If no one claims your the offered shift or your the supervisor rejects the schedule swap, it will be added back to your the original employee's schedule and you they will be responsible for working the shift.
      3. When the supervisor or employer has completed the review, you the employee will receive a notification (if enabled by your the organization).

Cancel Offer Shift Action

If you are able to the employee can work the shift after all, you they 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 menusubmenu
  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 the employee's 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 menusubmenu
  4. View your schedule details on the Your Schedule pagetab
  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 menusubmenu
  4. View your schedule details on the Your Schedule pagetab
  5. Click the Checkbox next to View Offered Shifts above the calendar
    1. Only shifts that you have for which the user has an active service account for will appear
    2. Offered shifts will appear in yellow

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Claim an Offered Shift

  1. Log in to your personal profile
  2. Click Home on the main menu
  3. Click Schedules on the sub menusubmenu
  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 remains yellow until it is reviewed by your supervisor.
      1. If the schedule swap is approved, the shift will appear in blue on your the 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 the employee will receive a notification (if enabled by your the organization).

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Cancel

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a Shift Claim

  1. Log in to your personal profile
  2. Click Home on the main menu
  3. Click Schedules on the sub menusubmenu
  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 Users can create an availability templates template in DCI so your the supervisor is aware of when you are available to they can work. Availability templates can be created for up to 13 thirteen weeks , and must be renewed when they have reached their end date. Availability templates are created for a set of days that you have for which the user has the same availability for. For example, if you are the employee is only available from 6 AM to 6 PM on weekdays, but all day on weekends, you will have two different availability templates must be created. Employees can have multiple availability templates. To create a new availability template:

*Please note: Availability templates are not used by all organizations. Contact your a 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 menusubmenu
  4. Click Actions button
  5. ClickSelect Create Template from the actions dropdowndrop-down menu
  6. Complete Fill out the Create Template form wizard
    1. Template Name - Create a name for this template
    2. Time - Select the available Start and End Times that you are available of the day
    3. Date - Select the Dates for this availability template , (up to 13 weeks)
    4. Days - Check the available Days for each day of the week this availability template applies to
  7. Click Save .Click Yes on the confirmation alert windowandYes to confirm
  8. Click Publish
  9. A Review window opens, click pop-up opens. Click the Template Name checkbox to send it to your the supervisor for approvalreview.
  10. Click Publish
  11. Click Yes on the confirmation alert window Save
  12. The schedule status has changed to Published
    1. Once your After a 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 Users 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 is edited, it will need to must 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 menusubmenu
  4. To Edit an availability templateentry: 
    1. Right-click on the date you want to edit
    2. Click Edit
    3. Edit the start and/or end time
    4. Click Save 
    5. Click Yes on the confirmation alert window to apply to just this individual entry only or click Yes to All all to apply to all entries on the same day of the week
  5. To Delete an availability templateentry:
    1. Right-click on the date you want to delete
    2. Click Delete
    3. Click Yes in on the confirmation alert window to delete just this individual entry only or click Yes to All all to apply to all entries on the same day of the week
  6. Add Availability Entry - add Add a day of the week not specified in the availability template
    1. Click in the blank day to launch the Add Availability Entryform wizard
    2. Fill in the Start Time - Add the available Start and End times for the day
    3. Click Save Click Yes in the confirmation alert windowandYes to confirm
  7. Make changes to the entire template
    1. Click the Pencil icon in the Template columnThis *Please note: This function is only available when the template is in Pending status
    2. Click the Pencil icon in the Templatecolumn
    3. Make changes and edits to the availability template in the Edit Template form wizard
    4. Click Save andYes to confirm
    5. Click Yes in the confirmation alert window
    When changes are complete, click
    1. Publish
  8. A Review window opens, click . Click the Template Name checkbox to send it to your the supervisor for approvalreview.
  9. Click Yes on the confirmation alert window
  10. The schedule status has changed to Published
    1. Once your After a 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 are 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:

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  • Is outside of the authorization dates

Run an

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Authorization Check

  1. Log in to

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  1. Login to your personal profile
  2. Click Home on the main menu
  3. Click Entries on the sub menusubmenu
  4. Click Actions button Actions 
  5. Click Select Authorization Checkin the actions dropdown from thedrop-down menu
  6. Complete the form wizard for the proposed shift
  7. Click Verify
  8. If the shift passes all the above-listed rules, you will receive a Green Check Mark will appear in the alert box and it will state "Active Authorization and unites available for this entry.". If the shift violates any of the above-listed rules, you will receive a Red X will appear in the alert box.

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