Description: The topic of the article centers on kronos login. This tutorial is going to to show you how to access the new Kronos scheduler and how to use the system. There are four basic functions in this system which are accessing it, putting your schedule in, doing shift swaps and putting in availability.
This tutorial is going to to show you how to access the new Kronos scheduler and how to use the system, this will be in addition to the net learning module that has a PowerPoint presentation with the same information, so you can refer to either this tutorial article or you can refer to the PowerPoint presentation to remind you how to do the different functions.
There are four basic functions in here which are accessing it, putting your schedule in, doing shift swaps and putting in availability, we’ll go through basic access first, you sign in like you normally would, this is your regular clock in and out screen, this is where you clock in and out.
If you want to access the scheduler, you go to my calendar, it’s going to look a little different, this is our current schedule period, this is the week we’re in, a day you’re working would on your schedule, there are different things like open shifts.
If we have positions that are still available, they will show up, unpaid time off that was requested which is vacation time will show up, if you’ve submitted it once, it’s been approved, it’ll show up in the entire area, this one will show up as green in the whole area.
You can look at different time periods, it’ll default to the current schedule period, but you can look at previous, next, pay period, next scheduled period or specific days, you can also click on the calendar to put in specific dates if you want to if it is not an option in the drop-down.
You can also look at it by a single date view, you can scroll through the different time periods, this is a week view, the 18 to the 24 is the entire week, this is a month view, one thing about the month view is that because not a lot can fit in this month square, some features are not available in the month view.
For example, you are putting your schedule, you have to look at it either by day or by week, it is more appropriate, because you can do a week at a time, but not a month at a time for putting your schedule, if you’re on the week view, you can toggle between weeks with this button.
The visibility filter is for what types of things you are going to see on your screen, you can see requests, open shifts, availability, holidays and all different things, if it’s checked, it’s going to show up, if you don’t want these things to show up on your schedule, you can uncheck and remove them.
If you want to see what you put in for your availability, you can see the days you would prefer to not work, the days you would prefer to work or the days that are fine when you can work or not work, it doesn’t matter, if you select that, it’ll show up as a color behind the dates.
The more button is where you’ll do your schedule, you can request self schedule which is where you will put in your schedule date, if you are working a day, you want to have it off, you can automatically put in a request for another employee through request shift swap.
Request to change your availability column is a preference, your availability is your preference whether you would rather work that day with or you would rather have a day off, you write on the schedule, this is where you would put it.
This is your accrual balance, you can see how much PTO and ELB you have, the location schedule down here is where you can see who else is scheduled on your unit the same time period , this is Sunday the 18th to the 24th, whatever time frame you’re looking at, location schedule down here won’t be the same time period, so you can filter it by location.
But you’re going to default to where you’re at, if there are people that can see several locations, you may be able to look at different locations, but most employees will have their home location default to here, you can filter it by the role.
If you only want to see other monitor techs that are working, uncheck those and click outside somewhere, it’s only going to be the monitor Tech Center working, you can see who’s working on the 20th, this is also performing, you can change it by time or by label.
What that means is that we have special labels, for this shift the first number is the time this shift starts, the second letter is A, B, C or D, that depends on whether it starts on the hour, quarter after, thirty past or quarter till, the last number is how one was shifted.
This starts at seven a.m., it’s on the hour, it’s A, 12-hour shift, if you want to change it to the time, it’ll show you the times, click on the label, you can also hover over and it will show you the times as well, if you want to put your schedule request in up here icon, when the schedule is ready to be filled in by staff, you’ll get an alert, you go to the more button.
The more button is where you do your schedule requests and shifts, in availability you need to select the correct time period, you’re going to go to the next scheduled period, make sure that you’re always in the correct schedule period or time period for what you want to do.
We want to put our schedule into the next schedule period, choose request self schedule, you are putting your schedule in, you’ll get a little message, it says that it’s going to change it, you’ll see that on each of the days there are different shifts that are available.
The little radial buttons are options, each time there’s a little round button, that’s an option, if there’s not a button with your shift on it for that day, that means that those shifts have been filled, there are no more shifts for that day, if you don’t have an option, that means they’re filled.
We’re using Maria’s schedule as an example, for the first week of the 15th to the 21st we’ll put in a couple of days, go to the next week, select a couple of days, you put your shifts in, you can change it by the label or by the time, then you submit.
If you’re not sure what you want to do, you can save it as a draft, you go back and finish it later on, but you submit it, then it has been submitted, they put in the schedule, it will not be final until the scheduler balances the schedule out.
You’ll see it on there, but it’s not final, it’s typically about two weeks before the schedule is live, if you want to go in and request a shift swap, if you’re working on this day, you need it off and somebody else is working on this day, you could submit it, you go to request shift swap, you put in the day that you want off, if it doesn’t fill it in, that means that you’re not working on that day.
You put in what day you want to work or what day you want to swap, anybody that’s working that day and can swap with you will come up here, you’ll see different employees populate, you select the person that you want to swap with, you could put a little note in saying that you have a doctor’s appointment this day, you would like to swap.
Don’t choose a bunch of people, choose one person at a time, because it’ll be confusing if a bunch of people say yes and not everybody will get it, put the note in, select employees, submit it, they’ll get a message on their computer, they’ll get an email, they’ll go in and look at the shift swap that was requested. If they accept it, it’ll automatically be put in the system.
Another feature under the more button is the request change availability, which means your preferences for the shift, this shows a month period, we’ll do next schedule period which is the 15th to the 11th, each one of these is a day in the week 1, week 2, week 3, it’ll automatically default to available.
If you don’t want to work some days, you put the days at your request off, on that you can put a little note to say have any birthday party, the schedulers can’t see that, if you want a day off and it’s for a specific reason, you can put notes.
Preferred is for the days you would rather not work, the schedulers will look at this to balance it, once you put your schedule, it’s not final to the schedule or balances, if you’d rather not work these days, you can put preferred on them, so when the schedulers are balancing, they know if they have to move you to these days, they’ll not move you to these days if they can.
You submit it, if you look at the availability and you check your availability, you will see the colors behind that, the schedulers also see this color, when they’re balancing, they can know what days to try to accommodate for you, another feature of the availability that’s beneficial if you put your availability in is for the staffing office.
Because some of the automated staffing features that we have use the availability to prioritize who gets the calls, we have the text messaging that’s going to be using these priorities or looking for people to fill, it’s not going to be sending messages to people that are preferring to have the time off.
It will be prioritizing to the top of the list the days that people say they prefer to work, it’s beneficial for multiple reasons for you to put your availability in, this is a quick overview, it’s a brief overview of the new scheduling system, once your schedule is put in, you’ll see your schedule on your calendar, thank you for reading.