Description: This article is intended to show you something about hotschedules login. The HotSchedules application requires a valid HotSchedules user account through your employer. Managers appreciate the 75% time savings when building schedules and one-click approvals for shift changes.
We want to introduce the new hotschedules scheduling and the process by which you’re going to need to set up your account, so we wrote this to try to help people. We figured that this is going to be better than nothing.
All of you at this point have gotten an email that you get the old schedule and it’s going to say hot schedules. It’s going to say hotschedules log in to note the word hotschedules is one word, so if you’re ever needing to search for anything hotschedules, you search for it separate, it will not find it.
Make sure you do it with the one word, so we’re using Garrett’s account, he’s letting us use this, so we’re going to open up your email. It’s going to say hello your name, here’s your login information, this is going to be a temporary username and password.
We’re going to change both of these things as we go through this process, then you’re going to go into your browser, you’re going to type hotschedules.com and then go to login. That is going to bring you to the page at which point you’ll type in that temporary username and then your temporary password.
The information was given to you in that email and then you’re going to hit login. There’s no sense in hitting remember me yet, because we’re going to be changing this, you’re going to come to this user agreement page, feel free to read through that and then at the top it says accept.
The next page is going to ask you to select your language, drop down and pick which language you prefer and then this is showing you a couple of the initial steps that we’re going to go through. You can read this quickly and then we’re going to go.
When you’re ready, you’re going to hit accept. The next page is where we’re going to create your profile, so the first thing that we’re going to do is that we’re going to change your username and it’s going to be important.
We change the user names to your e train passwords and that will be something that if you need we will get from Laura, she has those or you can talk to any of the other team leaders to get that reset for you.
But you need it to be set to your username that you would use for e train, then I would also suggest that you use your password from e train. Quickly we’re going to use a little blank. I like password, that’s going to allow us to set Garrett’s account up.
Once you’ve got that, you’re going to make sure that this email was pulled over. This is the email that your schedule goes to. It should have been pulled over, so you shouldn’t have to adjust anything but confirm and make sure at which point we’re going to go through and make these security questions.
You’re going to set these things up for yourself and go through them making sure that you’ve got all of these things set up, so we’re making up a couple things for the fake profile that we’re doing quickly.
You’re going to set up your birthday and then put in your address and I’m going to leave that blank for the sake of time but please enter in your current mailing address. This is for your new profile. Your cell phone number has been pulled across, please note that in both, this email form on number 3 and on this the cell phone form on number 7.
You’re not going to check that box, if you hide your number from your co-workers, you’re not going to be able to have people call you, when they want to trade shifts with you or contact you with a lot of the features that hot schedules have.
So please leave those box boxes unchecked number 8. This is a feature that we’re still learning about but I’m going to say that everybody set up the number eight with the configure text messaging, this is going to allow you to get all of the different alerts as things come through and as the shifts are changed.
Hotschedules is going to allow us a lot of flexibility with our shifts and that’s going to mainly be through all this communication, so I’m going to encourage you to set this text messages now, if you’re on a service plan that charges you per text message, be careful with what text messages you set yourself up with.
Many plans nowadays have unlimited messaging or a lot of messaging included in them at which point you’re going to go in and set this up and make sure that you have this selected as yes. If you want to use this, you have to re-enter your phone number.
You have to agree to the terms. Those are three little buttons that get missed and these are already pre-selected, but going through and selecting in the middle will get you all set up as well. Once those are all selected, you can hit save, it’ll tell you if you miss anything.
As far as setting up your profile, hit Save Changes where the schedule is going to live from now on. You can delete that box quickly. This is where the schedule is going to live. As time goes on you’re going to see more and more information.
The most important thing for you to do right now is that you click around and explore. We’ve got two new features on this, as far as requesting time off and whatnot. So far you’ll see that they have two categories of that.
We’ve said we request time off, however hotschedule allows us to do this neat thing where we can do both, so we are going to select a day, I’m going to show you how to do this, you’ll notice that when I selected a date, you can pick any random date, you go to drop-down menu, there are three items now.
We’ve never had that before, we email the schedule a gene and ask for time off. Now we’ve got three items, we’ve got unpaid time off, we have a request to work, and we have requests off. It is clear.
The unpaid time off is now going to be the item that you need, and you need to know in advance if you got it off. These would be like you’ve got a doctor’s appointment or you’re going to be out of town or for whatever reason you’re going to be hanging out with a friend and you need to confirm that you have that time off.
Whereas at the bottom request off is more if you would like this time off, but it’s casual like maybe I’m going to this thing or maybe it would be great if I could or if I don’t have to work this specific night.
That would be great but requests off down at the bottom are not going to be officially approved or acknowledged until the schedule comes out. If we can do it, we’ll do it. If not, we can’t. However unpaid time off at the top are going to be yes, you may have that date off and we will get that two in advance.
That’s a big difference. Request to work that would be if you would like to work a specific shift in a given week, you can use that, as we go down you’ll select the date, you can click all day or you can do a specific time.
Your doctor’s appointment is a specific time of the day, you can put the time that you need off to the time that you can come back and then you will need to put in a comment of what’s going on. Don’t feel like you have to put anything super personal but an idea.
You could say doctor’s appointment, family vacation or something to that effect. When you save it, it’s going to say that it’s pending. Let’s make one quickly. This is going to be from 12 p.m. to 1 p.m. and it’s for a doctor appointment.
You go in and save it. I had selected as a request to work, so it’s going to be an unpaid time off request, because I need that and I needed to know in advance if I can have it, hit save and then you’ll notice that it’s sitting there and it says at the top if you look at that type unpaid time off and in pending.
Because from now on the scheduling manager will be able to go through this schedule telling you if you were able to get that off or not, so she can make better plans, you’ll notice that, as always the schedule is grayed out two weeks in advance.
Nothing has changed with our policy, you will need to make sure that all of those requests are submitted before. As always whether or not you get that time off will be communicated to you and you’re responsible for those shifts.
We’ve got two types now, we’ve got time off, we’ve got requests time off being that you absolutely need off and have to have future confirmation. That you get that time off and request is like a casual thing.
It would be nice if I could have that off. The next thing that I want to draw your attention to is also at the top, its settings. You’re going to go to personal and this is where we’re going to write our new availabilities.
You have the control now over your availability and what you’re going to do is to create your first availability. What we’d like you to do right now is that you’re going to go to this plus sign on this calendar.
You notice that November 23rd is locked, I can’t do anything, so you’re going to add availability. The effective date for your first availability is going to be today, however the students or anybody who’s got anytime you have an availability change, this is especially true for students in college with a new semester.
You can set this availability out for the beginning of your new semester maybe January 9th or January 16th. You can set that up but for right now for everybody else, we’re going to set this as our initial ability as of today.
You’re going to submit this always to the scheduling manager which is Laura, even though Armando and myself show up in this, we’re going to send that to Laura. Obviously the change for the initial one, you can type in the word initial or initial availability.
As it says you’re going to click and drag, so this is intuitive, I’m going to come over, it starts highlighting. This is when you are unavailable to work. I have a class from 9:30 to 3:00, that probably means I can’t come into work before 8:30.
We’re going to start at 8:30, we’re going to drag over, we’re going to go to about 3:15, because I can get back to work by 3:15, because maybe my class ends at 2:50. I am unavailable from 8:30 a.m. to 3:15 p.m. and if I mess up, I can click on this.
Let’s put that back, we’ve got 8:30 to 3:15, it drags out an quarter, so I could go to 3:30, 3:45 or whatever you’d like. That’s where I can put in my class, then maybe I’ve also got something going on that night from 8:00 to midnight.
I’m also unavailable during that time, you can do whatever it is, note that the schedule starts at midnight, so you need to make sure that you know whether it’s a.m. or p.m., if you need to block off an entire day, you’re completely unavailable on maybe a Tuesday.
You can go over Tuesday and click, then it knocks out the entire day for you, it is easy to knock out an entire day, you can go through the rest of your day. Maybe I’m always available all day Wednesday, Thursday.
But on Friday I’ve got a class or I’ve got an appointment from 8 to 11. From one, two, three I can make those two things easy scrolling clicking and then dragging. We aren’t going to be scheduling on Sundays.
Please don’t feel like you have to gray that out, if you want to, you can, but obviously we don’t schedule anybody, if you need to start all over, you can clear your availability, that will start everything.
I’d like to make an important note, the more available you make yourself, the better we can schedule you and give you the hours you like. So around this time whenever we ask for new availability, people start changing them.
That’s fine, we want to make sure you get the hours you want, but we want to make sure you get hours and if you’ve been working a 10:30 a.m. shift to 5:00, now you change your availability to 11:00.
We’re not going to give you the 11:00 to 5:00 portion of that shift, we’re going to have to find somebody who can work that whole shift, because that’s how we do the schedule by shifts, so we’ve created a 10:30 to 5 shift in this example.
If you change your availability, that means you’re no longer eligible for that shift, if I’d highly encourage you give us anything, you can get the absolute maximum availability. If you are fully available on a day, let us know that.
Talk to us about what your preferences are, but leave your availability as open as possible. When you’re done making all of your edits, you’re going to go down at the bottom and hit submit availability.
It’s going to say that your availability is pending approval, that’s going to hit Laura, she’s going to approve that for you. At any time you can cancel your request if necessary and that’s how you set up your first availability for those who have your new semester schedules.
You’re more than welcome to add a second availability or if your overall availability is going to change, you can do that now as well when your classes start, when you need that new availability to begin and do the same things, the same steps that we did.
Literally all we want you to do is that we need your availabilities input and your profiles created. You should feel free to read this article a couple times and review anything that was confusing, but you got to see a good example of what we want to do as always.
Please feel free to reach out to myself, to Laura, to people whoever you know. Your team leaders are also aware of how to do this. They’re being trained on this. We’re trying to make sure that this is as smooth as possible for you.
Once we get all of the availabilities in is when we can start doing this schedule, so I’m going to ask you to do that as soon as possible. We’re going to hopefully have a schedule out within the next week probably two weeks though. If we can do this all a lot faster, we can keep moving. Thanks a lot.