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Scheduling Setup: Time Off Type Role Restrictions

Purpose Statement

Time Off Type Role Restrictions allow agencies to control which Time Off Types users can select based on their assigned roles. By configuring these restrictions, administrators can limit the Time Off Types available to specific roles when making selections on the Shift Board, helping maintain consistency with agency policies and scheduling procedures.

Background Information

Time Off Type Role Restrictions are configured within Scheduling → Setup → Time Off Types → Role Restrictions.

This feature allows administrators to associate specific Time Off Types with individual roles, controlling which options users assigned to those roles can utilize on the Shift Board.

Important: Roles that are not listed within Role Restrictions have no restrictions and can utilize any available Time Off Type on the Shift Board.

Administrators can:

  • Add new Role Restrictions.
  • Select which Time Off Types are available to a particular role.
  • Search for previously configured roles.
  • Edit existing Role Restrictions.
  • Remove Role Restrictions that are no longer needed.

For example, an agency may configure a particular role to utilize only certain Time Off Types based on its scheduling policies.

Once the restriction is saved, the selected Time Off Types will be available to the configured role when making applicable selections on the Shift Board.

Required Permissions

The following permissions were verified against the supplied Scheduling permissions list:

  • Scheduling → Access Scheduling: Allows users to access the Scheduling module.
  • Scheduling → Access Setup: Allows users to update and modify system settings throughout the Scheduling module.

Video

Step-by-Step Guide

Step 1: Navigate to Scheduling Setup

  • Click the First Due logo.
  • Select Scheduling.
  • Click Setup to access the Scheduling configuration options.

 

 

Step 2: Access Time Off Type Role Restrictions

  • Within Setup, navigate to Time Off Types.

 

 

  • Select Role Restrictions.

 

 

  • Review the existing role restriction configurations.

Step 3: Add a New Role Restriction

  • Click Add Role.

 

 

  • Select the role you want to configure.

 

 

 

Step 4: Select the Permitted Time Off Types

  • Choose the Time Off Types that the selected role should be permitted to utilize.
  • Verify that the selected Time Off Types align with the agency's scheduling policies.
  • Ensure all appropriate Time Off Types are included before saving.

 

 

Step 5: Save the Role Restriction

  • Click Save.

 

 

  • The system saves the configured Role Restrictions.
  • Users assigned to the selected role will be limited to the permitted Time Off Types when making applicable selections on the Shift Board.

Step 6: Edit an Existing Role Restriction

  • Use the Search bar to locate the configured role.
  • Select the option to Edit the existing restriction.
  • Modify the permitted Time Off Types as necessary.
  • Locate the role restriction you want to remove.
  • Select the option to Remove the existing restriction.
  • The Role Restrictions configuration will be updated accordingly.
  • Remember that roles not listed within Role Restrictions have no Time Off Type restrictions.

 

 

Best Practices

  • Review Role Assignments: Verify that personnel are assigned to the appropriate roles before configuring restrictions.
  • Understand Unrestricted Roles: Roles not included in the Role Restrictions configuration can utilize any available Time Off Type on the Shift Board.
  • Align Restrictions With Agency Policies: Ensure that the permitted Time Off Types reflect agency scheduling and leave policies.
  • Limit Unnecessary Options: Restrict Time Off Types that are not applicable to a specific role to reduce incorrect selections.
  • Review Configurations Periodically: Revisit Role Restrictions when organizational roles or Time Off policies change.
  • Verify Changes: After modifying restrictions, confirm that users assigned to the affected role can access the intended Time Off Types.
  • Use Caution When Removing Restrictions: Removing a role from the restriction list removes its configured limitations.

Troubleshooting & FAQs

Q: What are Time Off Type Role Restrictions?

A: Time Off Type Role Restrictions allow administrators to determine which Time Off Types users assigned to specific roles can utilize on the Shift Board.

Q: What happens if a role is not listed within Role Restrictions?

A: Roles that are not listed have no Time Off Type restrictions and can utilize any available Time Off Type on the Shift Board.

Q: Can different roles have different permitted Time Off Types?

A: Yes. Restrictions are configured by role, allowing agencies to establish different permitted Time Off Types for different roles.

Q: Are Time Off Type Role Restrictions applicable to Time Off requests submitted outside the Shift Board?

A: No, this does not affect Time Off submitted by the end user.