In this article, you'll learn about:
Unlock Schedule Permission
The Unlock Schedule permission grants users the ability to unlock a published schedule. Users who have Edit Schedules permission, but not Unlock Schedules permission, cannot make changes to published schedules. Schedules can only be approved by users with the Publish Schedules permission.
NB: This permission will be automatically added at the time of release for any users/roles with the Edit Schedules permission.
How to set up Schedule Approval
The schedule approval process is dependant on employee permissions. To set up permissions, Admin users can click on their name on the top right of the Bizimply portal and navigate to the Account Access screen.
For the approval process to run smoothly, it's advised that both the employees who are submitting and those approving schedules have the Schedule Notes permission.
Employees who must submit schedules for approval should have the Edit Schedules permission but not the Publish Schedules permission.
Employees who can approve schedules and publish schedules without going through the approval process must have the Edit Schedules permission and the Publish Schedules permission.
Which permissions are required for a user to submit a schedule?
An employee who has the Edit Schedules and Schedule Notes permission but does not have the Publish Schedules permission must submit schedules for approval. The image above shows the minimum mandatory permissions to create schedules for approval. The Publish Schedules permission, highlighted in red, must not be selected.
NB: The Unlock Schedules permission is necessary to make changes to a Published Schedule and resubmit it for approval.
Which permissions allow a user to approve schedules?
An employee who has the Edit Schedules, Schedule Notes and Publish Schedules permissions can approve Pending Schedules for any schedule they have access to. The image above shows the minimum mandatory permissions to enable an employee to approve schedules.
Submitting A Schedule For Approval
NB:To submit a schedule, a user needs the Edit Schedule permission.
The process for submitting a schedule is as follows:
Follow the normal process for completing a schedule.
When you're happy with the shifts you've added, click on the blue Actions button at the top right.
Click the Submit For Approval button.
This will put the schedule into Pending Status.
When a schedule is in Pending Status, a note will be added to the schedule listing who submitted it for approval. The user with Publish Schedule Permission will receive an email about the schedule, if they have notifications turned on for that schedule. The schedule submission will also be added to the Pending Actions widget on the dashboard.
If the approval user is happy with the schedule, they can approve it, which begins the normal flow for publishing a schedule: users select which employees are informed and how, a file can be attached if necessary, the schedule is locked, and employees are updated via email and/or their MyZimply App.
If this user requires changes to the schedule, they should specify which changes in the Private Note field before declining the schedule. Only users with Schedule Notes permission can add a private note. Once a schedule is declined, the user who submitted the schedule will receive an email notification.
NB: Once a schedule is published, only users with the Unlock Schedule permission can unlock a schedule and make changes to it.
What is Pending Status?
When a schedule is submitted for approval, it's put into Pending Status, indicated on the top right of the schedule. Schedules in Pending Status cannot be edited by anyone. Users with the Publish Schedules permission can only choose to either Approve or Decline a schedule.
Schedule And Approval Notifications
Once a schedule has been submitted, it has to be approved by a user with the Publish Schedules permission. To make sure schedules don't slip through the cracks, set up Schedule Notifications. These will notify selected users when a schedule has been submitted for approval and when it has been approved.
Schedule Notifications Set Up
Filter Bizimply to the location for which you'd like to set up notifications
Click on Schedule
Click on Actions and then Schedule Settings on the top right of the schedule
You can now select which users will be notified when a schedule is submitted for selection
You can assign notifications for all schedules in a location; only admins can be selected for this option, or you can select users on a per schedule basis, provided the schedule is activated.
NB: Only users with Publish schedules permissions will appear in the dropdown menu. If a user has correct permissions, they can approve any schedule, even if they have not been selected for notifications.