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 when using Self Service in a Web Browser:

• Make holiday requests
• View the Rota
• View the Availability screen
• View and Edit Timesheets
• Clock in and out

In order to start creating a 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 Access Rules section of the General tab, tick ‘View Calendar’.
2. 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 Calendar.

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

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View the Rota

Ticking ‘View Calendar’ automatically gives the employee access to view their Rota, assuming they use one. The employee can now see where they are scheduled.

View the Availability screen

In the Access Rules section of the General tab, tick ‘View Availability’.

By ticking ‘Show Colleague Names’, employees will be able to see other’s names on their Availability screen. Unticked, other employee names will be hidden.

The individual who is logged in to Self Service will be able to see all of their granted and pending Absences. Other employees’ granted Absences will show, but not any that are pending. An Absence Reason that, when created, was given a ‘Confidential’ setting, will simply show as ‘Unavailable’ in the Availability screen.

Absence Requests can also be made through the Availability screen.

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View and Edit Timesheets

1. In the Access Rules section of the General tab, tick ‘View Timesheet’. At this point, the employee will be able to view but not edit their Timesheets.
2. If you want to give employees editing permissions, tick ‘Edit Timesheet’ in the Timesheet section of the General tab, 

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 Self Service via a Web Browser.

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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