Self Service Profiles are sets of rules and permissions that control what employees can see and do within Self Service. This guide will look at how to create a Self Service Profile that will enable employees to do the following tasks in the Self Service App on their phones or similar hand-held devices:

• Make holiday requests
• View Calendar and Timesheets
• View and request available shifts
• Clock in and out

In order to start creating a Self Service Profile:

1. Select ‘System’ from the Menu Bar.
2. Select ‘Self Service Profiles’ from the System Tree.
3. Select ‘Create New’.
4. In the General tab, give your profile a name. It’s recommended that this relates to the Group(s) who will have access to it or what the profile is set up to do. 
5. Add a description if required.

Make holiday requests

1. In the Requests section of the General tab, ensure that ‘Requests Allowed’ is ticked (this should be the default setting). At this point, employees will be able to make holiday requests via the App.

2. Switch to the Options tab. In the Default section, tick ‘Only Select Scheduled Days’. This restricts holiday requests to those days where employees are only scheduled to work, ensuring that they don’t book holiday when they are off. This is especially useful when they wish to book several consecutive days in a single request.

3. Switch to the Absences tab. In the Request section, select all the absence reasons that employees will be able to use when making a request.

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View Calendar and Timesheets

Select the General tab. In the Access Rules section, tick both ‘View Timesheet’ and ‘View Calendar’.

Employees can now see their Calendar and Timesheets.

View and request available shifts

In the Rota section of the General tab, tick ‘Shift Requests Allowed’.

Employees can now view and request available shifts in the App, assuming they meet the necessary criteria (search ‘Available Shifts’ in the Knowledge Base for more information).

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Clock in and out

In the Clocking Rules section of the General tab, tick ‘Standard IN/OUT Clocking’. Employees can now clock in and out using the App.

Additional information

All other settings in the Self Service Profile can be left as they are and it will not affect what the employees can see or do.

In order for an employee to start using this Self Service Profile, you will need to allocate it to them in their Employee Form (in the Personal tab).

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