Making Requests Clairvia Quick Reference Guide for Employees Web URL: Username: Logging into Clairvia on the Web You can access Clairvia from Knowledgelink by clicking on Clairvia Scheduling under Employee Resources. This system only works properly with Internet Explorer, which is the standard browser on your Health System PC. You will be asked for your username and password. This is the same as your network username and password. Clairvia Web Quick Reference Guide for Employees: Making Requests 1
Once you ve logged in, you will see your Employee Dashboard. This contains your schedule for the current month, your PTO accrual, any competencies that are getting ready to expire, requests you have submitted, opportunities to pick up extra shifts, and the Message Center, where you will receive messages about whether or not your requests have been approved, as well as notes from your scheduler. View Your Schedule To see your schedule, use the menu options at the top of the screen to go to Schedule My Schedule, then pick which view you d like to have: daily, weekly, or monthly. Clairvia Web Quick Reference Guide for Employees: Making Requests 2
Make Requests 1. On the Schedule menu, select My Requests - Multi-Week View. 2. Left-click on the day you want to request; it will turn blue. You can also request a range of dates or non-contiguous dates where you want to request the same shift or task. To select a range of dates, hold down the Shift key while clicking on the first and last day in the range. To select non-contiguous days, press the Ctrl key while clicking the dates to select. Clairvia Web Quick Reference Guide for Employees: Making Requests 3
3. Once you have your date(s) selected, right-click and select Request. This opens the Select Task window. The task window has two sides: Assignment/Skills and Tasks. In the Assignment/Skills side, expand the desired Assignment list and select a Skill. This fills the Tasks pane with the tasks you can request. If a task is in gray, limits set for the unit prevent anyone from entering any more requests for that task. (Managers can limit the number of requests Clairvia accepts for a task. Managers can also define schedule access periods that control when you can request certain tasks. If a task is unavailable for either reason, Clairvia displays it in gray.) 4. Left-click on your desired task and then hit the Select button at the bottom of the window. This closes the Select Task window and puts a NEW REQUEST message in the date(s) cell. Click Save. The page opens a dialog box asking if it should save your changes. Click OK. The page refreshes to show the pending request in white text on a blue background. Clairvia Web Quick Reference Guide for Employees: Making Requests 4
Add a Note to the Scheduler/Manager If you want to, you can add a note to your request. 1. To do this, right-click on your request and choose Add Note. 2. Enter the note in the text box that appears. 3. Hit the Add button to close the Note to Scheduler window, then hit Save. The page then refreshes to show a white note icon in your request cell. 4. Once a note exists, you can edit it by right-clicking the request and choosing Edit Note from the menu. If the manager replies to the note, the page marks the request with a yellow note icon. Edit/Delete Requests Once you have saved your request, it then goes to your manager/scheduler for review. If you need to change your request, you can do that before your manager approves it by right-clicking on the request and choosing Edit or Delete. About Requests Once the manager/scheduler has taken action on your request, you will see one of the following things in your Requests screen: Pending requests are marked PEN and have a dark blue background; other users requests have a pale blue background. Approved requests are marked APP and have a dark green background; other users requests have a pale green background. Denied requests are marked DEN and have a dark red background; other users requests have a pink background. Float requests show the profile abbreviation beside the task. Clairvia Web Quick Reference Guide for Employees: Making Requests 5
Printing Requests You can print requests by clicking the Printable View icon. The printable view displays data for you only and based on your selected view options, such as Show Requests Only. Reviewing Requests You can review your requests from your Employee Dashboard. The My Requests section is on the right side of your dashboard. If you submitted a request, you can see its status here: approved, denied, or pending. Understanding the Projected Paid Hours Table In the My Requests window, you can check the Projected Paid Hours table to keep track of your scheduled hours and the hours associated with any approved or pending requests not already on the schedule. Paid hours include worked hours and paid time off. Using the Skill Coverage Table The Skill Coverage table shows the coverage count for your skill during a selected week. It shows which days are over- and under-staffed, letting you select the best days to request to work. To access the Skill Coverage table, left-click on the W1 or W2 link for the week you re interested in. Clairvia Web Quick Reference Guide for Employees: Making Requests 6
The Skill Coverage table will appear at the bottom of the page. The Skill Coverage table shows coverage counts for each shift in the selected week for your skill only. If you have multiple skills, the table sorts coverage counts first by skill, then by shift, so that the coverage counts for each skill are shown together. The coverage counts include all scheduled tasks and approved requests. If you select Include Pending Requests, the table also shows data from pending requests. The table is color-coded based on how the current staffing numbers compare to the staffing plan. Black means current coverage matches the plan. Red means the unit is overstaffed compared to plan. Blue means the unit is understaffed. Using the Options Menu When you open the My Requests Multi-Week View page for the first time, the page shows the schedule for everyone in your unit, as well as all of their requests. With the Options menu, you can choose: Show Only Requests: This option removes all schedule data and shows only requests. Show Only My Schedule: This option removes data for other employees and shows only your schedule and requests. If you select both options, the page will display only your requests. Clairvia Web Quick Reference Guide for Employees: Making Requests 7
Logging out of Clairvia At the top of your screen, click Logout. For More Information For more details on any feature of Clairvia, access the Help section of the web site, available on the menu bar. Searching for quick reference will allow you to access the quick reference guides on making requests, swapping shifts, and picking up opportunities. If you need additional assistance, you can contact rclairviasupport@hscmail.mcc.virginia.edu. Clairvia Web Quick Reference Guide for Employees: Making Requests 8