Scheduling options

Learn about the scheduling options in mySparkrock and Sparkrock 365.

mySparkrock scheduling information

In mySparkrock, the Scheduling menu provides users with a list of pages where they can access their schedule information. mySparkrock user profiles that are maintained in Sparkrock 365, control which pages are visible. Not all mySparkrock users see all pages.

Users

Typically, scheduling users can be grouped into three user types. Two of these user types perform their tasks in mySparkrock. The third user type performs their tasks in the Sparkrock 365 core product.

Different user types perform different tasks and may use different applications to perform those tasks.

The following table includes information about the typical scheduling user types.

User Type         Tasks Performed Where Performed
Employees
  • View their personal schedule across multiple units and locations.
  • Discover available shifts and if set up, bid on those shifts.
  • Review and accept shifts that are offered by supervisors.
  • Record changes to shift start times, end times, or both, and if set up dates, and submit those changes for supervisor approval.
  • Request to be removed from an assigned shift by the unit supervisor.
  • If applicable, record activities undertaken within a shift.
    The permission settings that are set up by a schedule administrator, determine whether this task can be performed.
  • Arrange a trade of a work shift with another employee within their unit.
    Unit settings that are set up by a schedule administrator, determine whether this task can be performed.
  • Check the overall unit schedule.
  • Confirm shifts worked at the end of each pay cycle.
  • Use the attendance management functionality to record vacation and sick time, which automatically updates the schedule and any affected shifts.
 mySparkrock:
  • My Schedule
  • Confirm Shifts Worked
Unit supervisors
  • Review the unit schedule to ensure that shifts are filled and that no warnings or errors are present.
  • Update the unit schedule with changes as they happen, including:
    • Creating shifts when required.
    • Deleting shifts when required.
    • Changing shift details, such as shift hours or activities.
  • Fill available shifts by directly selecting an eligible employee.
  • Review and accept shift bids.
  • Offer shifts to one or more employees and select one employee from those who accept.
  • Make a filled shift vacant when an employee cannot work the shift, for example, due to illness.
  • Replace an assigned employee with another eligible employee.
  • Review shift time changes that are requested by employees and approve or deny the changes.
  • Review and approve or reject a trade of work shifts between employees in their unit.
    Unit settings, set up by a schedule administrator, determine whether shift trades are allowed.
  • If applicable, approve shifts worked at the end of each pay cycle to send them to payroll.
    Permission settings that are set up by an administrator, determine whether this task can be performed.
 mySparkrock:
  • Unit Schedule
  • Approve Shifts Worked
Schedule Administrators
  • Manage schedule templates and rotations.
  • Configure areas and units.
  • Create unit activities, which are linked to dimensions.
  • Assign employees to one or more units.
  • Create schedules based on templates.
  • Manage issues that unit supervisors cannot resolve.
 Sparkrock 365:
  • Schedule Administrator role center
Note

Note:
Unit supervisors can manage the schedule for one or more units. Typically, unit supervisors use mySparkrock to perform their tasks. Unit supervisor functions are also available in Sparkrock 365, as a subset of the schedule administrator’s capabilities.

Shift statuses

Shifts in Sparkrock 365 can have one of the following statuses:

  • Open: The shift is planned, but not yet active. The shift is set up in Sparkrock 365, but has not yet been made available to unit supervisors and employees in mySparkrock.

  • Published: The shift is active and accessible in mySparkrock.

  • Confirmed: The assigned employee has worked the shift and has confirmed the shift in mySparkrock. If employees must adjust the shift, it is recommended that the employees make a change request before confirming the shift.

  • Approved: The approver who is typically one of the unit supervisors, has verified the shifts are correctly recorded. After a shift has been approved, the shift is no longer accessible from mySparkrock and all further actions must take place in Sparkrock 365.

  • Transferred to Payroll: The approved shift has been processed in Sparkrock 365 and the compensation journal entries have been created.

  • Posted: The shift’s activities have been paid out. Posted shifts are locked and are not editable.

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