Employee Online (1 of 11) A Logging In to Employee Online. B Viewing Your Roster. 1 Enter your User Name and Password and click on Login

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1 Employee Online ( of ) A Logging In to Employee Online Enter your User Name and Password and click on Login The first time you login, you will be prompted to change your password Enter the password provided to you Choose a new memorable password Click on Change Password Employee Online will open B Viewing Your Roster Your roster will automatically appear when you log in. To return to this page click on View Rosters Click in the Select Date box to open the calendar. Use this to navigate to a different View Date Click on a Duty or an Unavailability to view more details Duties/shifts are displayed in green. Use the navigation arrows to change the period view Note: You can also select the Month and year using the drop down lists, or move back and forth through the months using the arrows. ALL

2 Employee Online ( of ) C Viewing your Team Roster Within the View Rosters screen there is a Button on the right hand side of the screen. Click on the button to view your teams rosters Use the scroll keys to view your team. The team names will be displayed on the left hand side of the screen Use the arrows to move forwards or backwards or the calendar to view different weeks Note: Use the drop downs to change the year and month on the calendar ALL ALL

3 Employee Online ( of ) D Requesting Duties Click on Request Duty from the left hand menu 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 Click on the day you wish to request a duty and select Request Duty. A selection of available duties and rest shifts will appear. Click on the required shift/day off Add a note if required and click on Submit 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 E Requesting Study Days To request a Study Day, click on the date you wish to make a request for Click on Request Study Leave Select the required option from the drop down and complete the form Add Number of Days in Duration and Notes if required The request will appear on your calendar: 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 ALL

4 Employee Online ( of ) F View/Edit Requests Click on the Remove link to delete a request Note: 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 G 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 ALL

5 Employee Online (5 of ) H View/Request Leave (Annual, Study & Other) Click on Leave from the left hand menu You can view your annual leave, Study Leave or Other 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. All leave is now managed in one place by using the tabs at the top of the screen. A summary of your 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. ALL ALL

6 Employee Online (6 of ) I View/Request Annual Leave To make a request for annual leave (Full Day/s) select Request Duty from the Left hand pane and select the month. Click on a date and select Request Annual Leave Enter the duration in days as appropriate. Note: a Duration of 7 days will only use a week s worth of Leave (i.e. 7.5 hrs if full time) Add Notes if required Click Submit Leave Request Note: To change the dates or duration the original request will need to be deleted and a new request added. A warning message will appear if your request breaks a rule 6 To make a request for annual leave (Partial Day) follow the previous instructions but select the Partial Day option Your request will be displayed 7 Enter Start Time and Duration in hh:mm and continue as above. 5 To remove the request click the Remove icon ALL

7 Employee Online - (7 of ) J Personal Details You can view and check the personal information that is held about you in HealthRoster within My Profile Note: You cannot make changes yourself and must inform your line manager of inaccuracies. Click on My Profile tab at the top of the screen and click in HR Details on the left hand panel to check Personal and Employment information Click on Contacts & Addresses in the left hand menu to view personal and next of kin contact information. Click on the Work Contracts tab in the left hand menu to view details of all contracts Click on the Postings tab in the left hand menu to view details of all postings K Skills & Training Record You can view your own competence record in the My Profile tab at the top of the screen and by selecting the Skills tab in the left hand panel. Click on the Skills tab in the left hand menu to view a summary of your skills and competences, as recorded in HealthRoster ALL

8 Employee Online (8 of ) L View Timesheets You can view Historical Timesheets for work recorded in HealthRoster under the Timesheets tab From the Bank section, click on the relevant period Click on the arrow next to the timesheet to view details ALL

9 Employee Online (9 of ) M Record Bank Availability Click on Record Availability from the left menu. Customise your availability by choosing the exact times of your entire available period, then drag and drop this into the Availability calendar 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 Use the navigation arrows or use the calendar to find the date you wish to offer your availability for Note: You can add Notes before dragging your availability on to the calendar 7 Customised specific availability shows the exact times and the clock icon Unavailability is displayed as No Bank in grey. Drag and drop the shifts / periods you would be willing to work into the Availability calendar Note: Click on the Remove link to delete availability entered ALL

10 Employee Online (0 of ) N View/Self Book Unfilled Bank Duties Click on Unfilled Bank Duties from the left menu. Note: You only have this option if you are registered in the Bank. O View, Confirm and Decline Unconfirmed Bank Duties Click on Unfilled Bank Duties from the left menu. Expand the Unconfirmed Duties section by clicking on the + Use the filter icon on the column headings to filter the information. Click on OK to Confirm Booking From the Unfilled Duties Screen select Book Bank next to the required duty Select either Confirm or Decline against each Unconfirmed Duty Note: Once you click on Decline, the shift is removed from the list. If you confirm the duty, it will become confirmed, but will not show up on the roster in EOL, until the roster itself is fully approved. Note: If the booking breaks a rule in HealthRoster, you will not be able to book the duty and an error message will appear.

11 Employee Online ( of ) J View, Confirm & Edit Bank Timesheets Click on Bank Timesheets from the left menu. Read the Disclaimer Message, then click Agree on the Disclaimer Screen. NOTE: You only have this option if the appropriate permissions have been given to you. To edit a Timesheet click on Edit next to the relevant episode To confirm a Timesheet, click on OK next to the relevant episode 5 Adjust times as appropriate and click on Update Note: Timesheets that have already been confirmed or edited will show the small timesheet icon. Note: Those awaiting confirmation/editing will show with a green duty icon