EMPLOYEE SELF SERVICE
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1 EMPLOYEE SELF SERVICE Version 5.8 ESS SmartLinx Solutions Employee Self Service is as easy as accessing the internet. Your employees will be able to access a secure Web page that provides them access to request vacation, submit availability for shifts/hours, update personal data, view timecards and schedules and Web Punch. 7/20/2015 Page 0 of 10
2 Table of Contents 1.0 Application Login Home Screen Web Punch Screen Timecard Screen Schedule Screen Request Time Off Leave Request Approval Availability Screen My Profile Screen Change Password ESS User Setup Pay Stubs Screen Page 1 of 10
3 1.0 Application Login The user will be prompted to enter in their Badge ID and Password. The badge ID of the user will be the same one that is utilized at the timeclock. However, it may need to be followed by a client alias, similar to your login to the SmartLinx Application Suite. For example, a user with the badge id would enter: Figure 1 - Login Screen 12345@center followed by their password in order to access the application. 2.0 Home Screen The Employee Self Service Home screen provides the employee with some general information that they can access in some of the other tabs of the application. Information such as the current week s schedule as well as missing punches and the last 10 punches are displayed for the employee. Figure 2 - Home Screen Page 2 of 10
4 3.0 Web Punch Screen The Web Punch tab provides a one-click punch in or punch out capability. The application will suggest the most appropriate type of punch to be performed, based on the past punches that were recorded in the system. For example, if the employee last punched out for lunch, on logging back into the application, the punch setting will be to punch in from lunch. (Those organizations without Web Punch functionality may have the Timesheet screen available instead.) Figure 3 Web Punch Screen 4.0 Timecard Screen Figure 4 - Timecard Screen Employees may review their hours worked over the current and past pay periods through the Timecard Detail tab. The site will only allow access to view the last 15 pay periods. Page 3 of 10
5 5.0 Schedule Screen The schedule tab provides the employee with the ability to access past, present and future schedules that have been created in the system. It is important to note that schedules reflect everything that is present in Schedule Optimizer. Employees should be informed what date the schedule is accurate until, since work in progress schedules will be visible. Figure 5 - Schedule Screen The employee schedule can be viewed in Daily, Weekly and Monthly formats and can be printed for employee convenience. Figure 6 - Schedule Screen (Weekly) Shifts are generally given a lunch period shown in Blue but these lunches are to account for the amount of time taken and should not be assumed to be scheduled at that exact time of day. Page 4 of 10
6 5.1 Request Time Off The Request Time Off button in the top right of the Scheduling screen allows the employee to submit a PTO request to their supervisor. Figure 7 Submit Request PTO Requests must be submitted in daily increments and set for the exact date and time they wish to be paid for. For example, if an employee wishes to request off their 8a-4p shift, the Start Date would need to be set to 2/7/13 at 8:00am and the End Date would need to be set to 2/7/13 at 4:00pm, as shown in Figure 6. If the same employee wished to request off the same shift for multiple days, they would need to enter a request for each day. An employee also has the ability to cancel PTO Requests that are still Pending Approval. To do so, click on the View\Cancel Requests tab, check off the Pending request that needs to be cancelled and click the Remove button at the bottom. Approved requests cannot be cancelled and will need to be manually handled in SO by the scheduler. Figure 8 - View\Cancel Requests Page 5 of 10
7 5.2 Leave Request Approval You can approve or deny any submitted PTO Requests from within Schedule Optimizer. To view these requests, go to the Leave Requests option located in the File Menu. Figure 9 - File Menu (SO) You can view all equests submitted within the Dates listed. Select the hyperlink in the Status column to open up the Leave Requests Details window for the pending request you wish to update. You can enter comments in the box on the bottom before taking any action. These comments will transmit back to the employee s ESS Request Off screen. Figure 10 - Leave Requests Figure 11- Leave Request Details Once complete, click on the Approve or Deny button, as necessary. Page 6 of 10
8 6.0 Availability Screen The Availability screen allows an employee to submit days that they are available to come in and cover open shifts. When employees set themselves up as Available, they are added to the top of the Replacement list in Schedule Optimizer. Using this screen is especially important for Per Diem or PRN employees who do not have a set schedule. All currently entered availability will be listed on this screen. Figure 12 - Availability Screen Figure 13 - Setup Availability To enter additional availability, click on the Setup Availability button. The window that appears allows you to enter your availability for a set period. Use the following steps to complete your setup. Check off the days of the week that you are available. Change the From and To dates to the period during which you wish this availability to exist Verify your Department and Job Title are accurate (some employees may have multiple positions available) Select the Shift you are available to work. Once complete, click OK and the new availability schedule will be populated into the Availability Screen. You can repeat this process as many times as is necessary. You can also remove your availability by checking the days you wish to remove and clicking on the Clear Selected Availability Records button. Page 7 of 10
9 7.0 My Profile Screen The final ESS tab, My Profile, allows the employee to view some of their personal information within the system. Depending on user access rights, the employee may also be able to edit their contact information by clicking on the Edit Info button. Figure 14 - My Profile 7.1 Change Password Figure 15 - Change Password Screen To change your ESS password, click on the Key icon in the lower left corner of the module. Enter your current password and then your new password twice, in the appropriate fields. Save to complete. Page 8 of 10
10 8.0 ESS User Setup Figure 16 - Employees Screen To setup an employee or group of employees in the Employee Self Service module, you will need to go to the Employees screen in one of the main applications (SO, TA, CPCS or HR), accessible from the View Menu or by clicking the Employees icon. As usual, always make sure you are at the appropriate company level in the Org Pane. Once you ve reached the Employees screen, click on the Active Employee Count, as indicated in Figure 16. Within the Active Employees screen, use the dropdown in the top right to select the Create ESS Accounts option. Figure 17 - Active Employees Screen Figure 18 - ESS Accounts The ESS Accounts screen allows you to select which screens/rights your employees should have access to as well as which employees will be able to access the module. To create accounts: 1. Select the type of default password 2. Select the screens that should be active 3. Check off functions that should be active 4. Check off each employee you wish to give an ESS account to 5. Click the Create ESS Accounts button All checked employees will now have accounts that can be accessed using their Badge ID and the default password you selected in step 1. 5 Page 9 of 10
11 9.0 Pay Stubs Screen Clients using the SmartLinx Web Payroll application will have access to an additional tab on the left side of the ESS module, named Pay Stubs. Figure 19 - Pay Stubs Tab This screen allows each employee to view their paycheck information. Please note that the Pay Stub screen does not display the actual Check Stubs or Advices from the Payroll module but more of a standardized view of the information. Figure 20 - Pay Stubs Screen Check dates can be changed by using the dropdown on the top right of the screen, to allow viewing of previous check information. Figure 21 - Pay Date Dropdown Page 10 of 10
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