Request workforce

Using the Request board section of the Workforce module, PMs and similar roles can request workforce for their job site. The request is then reviewed and approved or rejected by Admins with relevant permissions.

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PERMISSIONS

You may access the Request board if you have the View "Requests board" tab permission enabled for your role in Administration () > Role Permissions > Workforce.

There are two types of requests:

• Request a new schedule. Request new workforce.
• Request a schedule change. Request a change in an already existing schedule.

Request a new schedule

To create a new schedule request, select New request in the upper right corner of the board.

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PERMISSIONS

You may create a new schedule request if you have the Create requests permission enabled for your role in Administration () > Role Permissions > Workforce.

In the dialog that opens next, fill in the following fields:

• Job site. Select the job site for which you want to make a request.

• Date. Select the dates.

• Classification/quantity. Select the specialization of the required workforce, which corresponds to the employee job title. Also, select the number of required employees. Use the Add classification option to add other specializations if needed.

  After adding the classification, there is an option to suggest specific employees for the schedule. Hover over the classification, select Preferred candidate, and search for employees. Select Add next to the employee name to add them as preferred candidates. In the following screenshot, the candidate is already added to the classification.

  

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  PERMISSIONS

  If the Global employee search on requests permission is enabled for your role in Administration () > Role Permissions > Workforce, you can search for all the employees in your organization or all the org units if your organization is converted to an enterprise structure.

  If the permission is disabled, the search is limited to the employees that are assigned to the same job site as you.

  If the permission is disabled and you are an admin user, you can still search for all the employees in your organization. However, if your organization is converted to an enterprise structure, your search is limited to the employees that are assigned to the same org unit as you.

• Urgency. Select the level of urgency. There are four options:

  • Critical
  • High
  • Medium
  • Low

• Notes. Leave a note if needed.

• Assignee. Choose the person the request is assigned to. You can select from the back office users.

• Select Create to create the request.

The following screenshot shows the new schedule request dialog.

The newly created request is assigned an Open status and appears in the Open column of the Request board.

Request a schedule change

Apart from creating new workforce requests, you can request a change in an existing schedule. The schedule change request option is available for individual employee schedules, crew employee schedules, and crew schedules. To learn more about the different schedule types, see Schedule employee work.

Schedule change requests are created from the Scheduling section by selecting a schedule and choosing Request a change from the menu, as shown in the following screenshot.

Next, you have a dialog similar to the new schedule request dialog where you select the Reschedule date, Urgency, and choose an Assignee. To learn more about each field, see Request a new schedule.

Lastly, select Request to create the request, which will then appear in the Request board.

Review requests

In the Request board, you see all the tickets created in your environment. Use the filtering options at the top of the board to filter the list of requests if needed. In particular, you can filter out the requests assigned to you.

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Visibility

In the Request board, you see all the requests created in your MobiClocks environment. If your environment is converted to an enterprise structure, you see only your org unit's requests.

After reviewing an open request, move it to In Progress if you intend to proceed with it or Reject it.

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PERMISSIONS

You may change the status of a request if you have the Change request's status permission enabled for your role in Administration () > Role Permissions > Workforce.

Later on, when the request is fulfilled, move it to Completed. The process of fulfilling a request is discussed in greater detail in the following section.

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NOTE

If you change the status of an unassigned request, it is automatically assigned to you.

The board also contains a Cancelled column, which is discussed further in this topic.

Fulfill a new schedule request

If the request has a preferred candidate indicated, you have the option to schedule the candidate directly from the request ticket by selecting Schedule, as highlighted in the following screenshot. This will create a new schedule in Scheduling.

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NOTE

You may not schedule employees if they alreay have a schedule at the same job site within the selected period. You are warned but can still schedule employees if they have a schedule at another job site within the selected period.

Even if the request doesn't have a preferred candidate, you can add one and proceed with scheduling. Otherwise, the request can be fulfilled indirectly by manually creating a new schedule and changing the status of the request.

Fulfill a schedule change request

In case of schedule change requests, you can apply the requested change directly from the request ticket. You have an Apply reschedule button on the schedule change ticket, as shown in the following screenshot.

The Apply reschedule action applies the requested change to the schedule and moves the request ticket to Completed. Here, you have the same limitations you have when manually editing schedules. For example, the Apply reschedule action is not available if the rescheduling dates for a crew employee exceed the crew's scheduled dates.

Add comments

Each request ticket has a Comments section where you can add comments for your colleagues or yourself. The comments are visible to everyone who has access to the ticket.

View request history

Next to the Comments tab, you have a History section where you see all the ticket updates such as assignee change, status change, ticket creation date, and others.

Archive a request

On each ticket, you have an Archive option to remove the ticket from the board. Archived tickets can be accessed using the View archived option in the upper right corner of the board, as highlighted in the following screenshot.

All the archived tickets have an Unarchive option to restore them back to the board.

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PERMISSIONS

You may archive or unarchive a request if you have the Archive/unarchive requests permission enabled for your role in Administration () > Role Permissions > Workforce.

You also have the option of exporting the list of archived tickets, as highlighted in the following screenshot.

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PERMISSIONS

You may export archived tickets if you have the Export archived requests permission enabled for your role in Administration () > Role Permissions > Workforce.

Edit requests

Edit your own requests

You may always edit the requests you have created, but, to be able to edit the Status and Assignee fields, you need to have corresponding permissions.

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PERMISSIONS

You may change the status of a request if you have the Change request's status permission enabled for your role in Administration () > Role Permissions > Workforce.

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PERMISSIONS

You may change the assignee of a request if you have the Change request's assignee permission enabled for your role in Administration () > Role Permissions > Workforce.

Edit others' requests

Additionally, you may edit requests others create if you have relevant permission enabled.

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PERMISSIONS

You may edit requests created by others if you have the Edit other users' requests permission enabled for your role in Administration () > Role Permissions > Workforce.

Cancel your own requests

Lastly, you have the option of canceling your own requests. Before confirming the cancelation, you must provide a reason, as shown in the following screenshot.

Canceled requests appear in the Canceled column of the Request board.

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PERMISSIONS

You may cancel your request if you have the Cancel own requests permission enabled for your role in Administration () > Role Permissions > Workforce.