10.8.2 Employee Online (1 of 9)

HealthRoster v10.8.2 - Employee Online

A – Logging In to Employee Online

1 Enter your User Name and Password and click on Login

2 The first time you login, you will be prompted to change your password Note –you can change your password at any time in the future by selecting ‘Change Password’ once logged in •Enter the password provided to you •Choose a new memorable password •Click on Change Password

Employee Online will open

10.8.2 Employee Online (2 of 9)

B – Viewing Your Roster

1 Your roster will automatically appear when you log in. To return to this page, click on ‘View Roster’

2 Use the navigation arrows to change the period view

3 Click in the View box to open the calendar. Use this to navigate to a different View Date

Duties are displayed in green; nights in dark green. Duties in other units are displayed in yellow. Res t Shifts are shown in dark grey Unavailabili ty (absence and activity other than standard duties) is displayed in light grey

4 Click on a Duty

or an Unavailability to view more details

C – Requesting Duties

1 Click on Request a Duty from the left hand menu

2 Select the appropriate roster you wish to make a request for Note: You can only see the rosters that your Manager has opened to requests

3 Click on the day you wish to request a duty

4 Select Request a Duty

5 A selection of available duties and rest shifts will appear. Click on the required shift/day off

7 When using the mobile interface, press the button to the top-right of the image to go to the larger screen interface

Note: If you work on a ward/unit that provides staff for other wards/units (e.g. physio), you must select the relevant area for your request

6 Enter details of any note you wish to add and Click Submit

10.8.2 Employee Online (3 of 9)

D – Requesting Study Days

1 To request a Study Day, click on the date you wish to make a request for or click on Study Day from the left hand menu

2 Click on Request Study Leave

3 Select the required option from the drop down

The request will appear on your calendar:

4 Add Number of Days in Duration and Notes if required

5 Click on Submit Study Request

6 Click on the request to view details and status

Note: ‘?’ means that the request is pencilled in and is waiting for approval

E – View/Edit Requests

Click on the Remove link to delete a request The paper icon indicates that there is a note attached to this request/shift

The cap icon indicates that this is a Study day Request

The ‘R’ icon indicates that this is a Request

The star icon indicates that this is

an ‘In Charge’ duty

10.8.2 Employee Online (4 of 9)

F – Requests with Warnings

If the duty or study day request breaks a rule, a warning or violation will appear:

• A warning will tell you a rule has been broken and it is unlikely the request will be allowed

• A violation will tell you why the Request cannot be made

G – View/Request Annual Leave

1 Click on Annual Leave from the left hand menu

You can view your annual leave entitlement for the year and what is remaining (use the right/left arrows to select the required Period) You can see the distribution of your annual leave over the year, by quarter The Annual Leave Calendar allows you to view the percentage of your Staff Group with either Requested or Approved Leave. Click on the relevant week to view more detail

A summary of your annual leave is visible. Icons show the annual leave status: approved, cancelled or requested

Note: It is advisable you check the Annual Leave Calendar before requesting Annual Leave. You are unlikely to have your request approved if the percentage of your Staff Group with Leave booked or requested is already high

10.8.2 Employee Online (5 of 9)

2 To make a request for annual leave (Full Day/s) use the calendar to select the start date

3 Enter the duration in days as appropriate. Note: a Duration of 7 days will only use a week’s worth of Leave (i.e. 37.5 hrs if full time)

4 Click Set to confirm the last day of the leave

5 Add Notes if required

6 Click Submit Leave Request A warning message will appear if your request breaks a rule

Note: To change the dates or duration the original request will need to be deleted and a new request added

Your request will be displayed

7 To remove the request click the Delete icon

8 To make a request for annual leave (Partial Day) use the calendar to select the start date

8 Enter Start Time and Duration in hh:mm, click Set to set the end time, enter any notes as required and Click submit Leave Request

10.8.2 Employee Online (6 of 9)

H – Personal Details

You can view and check the personal information that is held about you in HealthRoster under the My Profile tab

2 Click on ‘Contact & Addresses’ in the left hand menu to view personal and next of kin contact information

1 Click on ‘HR Details’ in the left hand menu to check Personal and Employment information

3 Click on the ‘Work Contracts’ tab in the left hand menu to view details of all contracts

Note: You cannot make changes yourself and must inform your line manager of inaccuracies

I – Skills & Training Record

You can also view your own competence record in the My Profile tab

1 Click on the ‘Skills’ tab in the left hand menu to view a summary of your skills and competences, as recorded in HealthRoster

2 Click on the ‘View Rosters’ tab under Rostering to view scheduled Study Days on the requested or allocated dates

10.8.2 Employee Online (7 of 9)

J – View Timesheets

You can view Historical Timesheets held for you in HealthRoster under the Timesheets tab. These will show all finalised duties that attract enhancements and unavailabilities. It is advisable that you keep a check on your timesheets, preferably prior to the information being sent to Payroll to ensure you are paid correctly. If the information showing is incorrect, please speak to your Manager

1 Click on the relevant period under ESR Monthly Note: You will also see a section for Bank Monthly if you have a Bank Contract

2 Click on the arrow next to the timesheet to view details

10.8.2 Employee Online (8 of 9)

K – Record Bank Availability

1 Click on Bank Availability from the left menu Note: You only have this option if you are registered in the Bank

2 Use the navigation arrows or use the calendar to find the date you wish to offer your availability for (similar to view your roster)

4 You can custom your availability, choosing the exact times

5 Use the Unavailability option to block a day as ‘No Bank’ . Enter the length of unavailability in Days before dragging on to the calendar

3 Drag and drop the shifts / periods you would be willing to work into the Availability calendar

6 You can add Notes before dragging your availability on to the calendar

7 Custom made availability shows the times and the clock icon Unavailability is displayed as ‘No Bank’ in grey

Note: Click on the Remove link to delete availability entered

10.8.2 Employee Online (9 of 9)

L – View/Self Book Unfilled Bank Shifts M – View, Confirm and Decline Unconfirmed Bank Duties 1 Click on Unfilled Bank Shifts from the left menu Note: You only have this option if you are registered in the Bank

1 Click on Unfilled Bank Duties from the left menu

2 Expand the Unconfirmed Duties Section

2 Click on the left and right arrows or the drop-down menu to choose

which week to view shifts on

2 Use the filter icon on the column headings to filter the information.

3 From the Available Duties Screen select ‘Book’ next to the required duty

4 Click on OK to Confirm Booking

3 Select either Confirm or Decline against the relevant Duty

If the booking breaks a rule in HealthRoster, you will not be able to book the duty and an error message will appear

Once a user clicks on decline the shift is removed from the list. If they confirm the duty will become confirmed, but will not show up on the roster in EOL, until the roster i tself is fully approved by the Unit Manager