Employee Online (1 of 11)

A Logging In to Employee Online

1Enter your User Name and Password and click on Login

B Viewing Your Roster

2The first time you login, you will be prompted to change your password

• Enter the password provided to you• Choose a new memorable password• Click on Change Password

EmployeeOnline will open

1Your roster will automatically appear when you log in. To return to this page click on View Rosters

2Use the navigation arrows to change the period view

3Click in the Select Date box to open the calendar. Use this to navigate to a different View Date

Duties/shifts are displayed in green.

4Click on a Duty or an Unavailability to view more details

Note: You can also select the Month and year using the drop down lists, or move back and forth through the months using the arrows.

Note: If you have the relevant permissions, EmployeeOnline displays week numbers here and elsewhere.

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Note: If you forget your password, click Forgotten Password.

Employee Online (2 of 11)

C Viewing your Team Roster

1Within the View Rostersscreen there is a

Button on the right hand side of the screen. Click on the button to view your team’s rosters

2Use the scroll keys to view your team. The team names will be displayed on the left hand side of the screen.

EmployeeOnline displays the duties assigned to the members of your team. If someone is unavailable for a shift, EmployeeOnline displays that, too.

Note: If you don’t have the relevant permissions, you might not see the reason that they are unavailable

4Use the on-screen arrows or the ◄and ► keys on your keyboard to cycle through the rosters for earlier or later weeks, or use the calendar to pick a different week

If you have more than one posting, select the posting for which you want to view rosters

Note: Use the drop downs to change the year and month on the calendar

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3At the bottom of the screen are the bank, agency and external employees on your team that week

5On the right of the screen are filters. Use them to find what you want more easily

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D Requesting Duties

E Requesting Study Days

1Click on Request Dutyfrom the left hand menu

2Select the appropriate roster you wish to make a request for

Note: You can only see the rosters that your Manager has opened to requests

Note: If you work on a ward/unit that provides staff for other wards/units (e.g. physio), you must select the relevant area for your request

3Click on the day you wish to request a duty and select Request Duty.

4A selection of available duties and rest shifts will appear. Click on the required shift/day off

Add a note if required and click on Submit

1To request a Study Day, click on the dateyou wish to make a request for

2Click on Request Study Leave

The request will appear on your calendar:

3Select the required option from the drop down and complete the form

4Add Number of Days in Duration and Notes if required

6Click on the request to view details and status

Note: ‘?’ means that the request is pencilled in and is waiting for approval

5Click on Submit Study Request

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Employee Online (4 of 11)

F View/Edit Requests1Click on the Remove link to delete a request

If the duty or study day request breaks a rule, a warning or violation will appear:

•A warning will tell you a rule has been broken and it is unlikely the request will be allowed

•A violation will tell you why the Request cannot be made

G Requests with Warnings

The ‘R’ icon indicates that this is a Request

Note: The cap icon indicates that this is a Study day Request

The star icon indicates that this is an In Charge duty

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Employee Online (5 of 11)

H View/Request Leave (Annual, Study & Other)

1Click on Leave from the left hand menu

All leave is now managed in one place by using the tabs at the top of the screen.A summary of your leave is visible. Icons show the annual leave status: approved, cancelled or requested

You can view your annual leave, Study Leave or Other leave entitlement for the year and what is remaining (use the right/left arrows to select the required Period)

You can see the distribution of your annual leave over the year, by quarter

The Annual Leave Calendar allows you to view the percentage of your Staff Group with either Requested or Approved Leave. Click on the relevant week to view more detail.

Note: It is advisable you check the Annual Leave Calendar before requesting Annual Leave. You are unlikely to have your request approved if the percentage of your Staff Group with Leave booked or requested is already high.

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Employee Online (6 of 11)

2Enter the duration in days as appropriate. Note: a Duration of 7 days will only use a week’s worth of Leave (i.e. 37.5 hrs if full time)

Your request will be displayed

Note: To change the dates or duration the original request will need to be deleted and a new request added.

A warning message will appear if your request breaks a rule

5To remove the request click the Remove icon

3Add Notes if required

4Click Submit Leave Request

6To make a request for annual leave (Partial

Day) follow the previous instructions but select the Partial Day option

7Enter Start Time and Duration in hh:mm and

continue as above.

I View/Request Annual Leave

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1To make a request for annual leave (Full Day/s)select Request Duty from the Left hand pane and select the month. Click on a date and select Request Annual Leave

Employee Online - (7 of 11)

J Personal Details

K Skills & Training Record

You can view and check the personal information that is held about you in HealthRoster within My Profile

1Click on My Profile tab at the top of the screen and click in HR Details on the left hand panel to check Personal and Employment information

2Click on Contacts & Addresses in the left hand menu to view personal and next of kin contact information.

3Click on the Work Contracts tab in the left hand menu to view details of all contracts

Note: You cannot make changes yourself and must inform your line manager of inaccuracies.

4Click on the Postings tab in the left hand menu to view details of all postings

You can view your own competence record in the My Profile tab at the top of the screen and by selecting the Skills tab in the left hand panel.

Click on the Skills tab in the left hand menu to view a summary of your skills and competences, as recorded in HealthRoster

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Employee Online – (8 of 11)

L View Timesheets

2Click on the arrow next to the timesheet to view details

1From the Bank section, click on the relevant period

You can view Historical Timesheets for work recorded in HealthRoster under the Timesheets tab

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