Employee Online – BankStaff (1 of 7)

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’

Employee Online 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 are displayed in green; nights in dark green.Duties in other units are displayed in yellow.Rest Shifts are shown in dark greyUnavailability (absence and activity other than standard duties) is displayed in light grey..

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.

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Employee Online (2 of 10)

C Requesting Duties

D Requesting Study Days

1Click on Request a Duty from 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 date you 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 (3 of 10)

E View/Edit Requests

Click 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

F Requests with Warnings

The ‘R’ icon indicates that this is a Request

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 (4 of 10)

G View/Request Annual Leave1Click on Annual Leave from the left hand menu

A summary of your annual leave is visible. Icons show the annual leave status: approved, cancelled or requested

You can view your annual 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 (5 of 10)

3Enter 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 rule6To remove the request click the Delete icon

4Add Notes if required

5Click Submit Leave Request

2To make a request for annual leave (Full Day/s)

select Request Duty from the Left hand pane and select the month. Click ona date and select Request Annual Leave

7To make a request for annual leave (Partial

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

8Enter Start Time and Duration in hh:mm and

continue as above.

G View/Request Annual Leave

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Employee Online (6 of 10)

C Personal Details

D 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

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

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

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

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Employee Online (7 of 10)

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E View Timesheets

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

1From the ‘Bank’ section, click on the relevant period

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

Employee Online (8 of 10)

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F Record Bank Availability1Click on ‘Record Availability ‘ from the left menu.

2Use the navigation arrows or use the calendar to find the date you wish to offer your availability for

3Drag and drop the shifts / periods you would be willing to work into the Availability calendar

4Customise your availability by choosing the exact times of your entire available period, then drag and drop this into the Availability calendar 5

Use the Unavailability option to block a day as ‘No Bank’. Enter the length of unavailability in days before dragging on to the calendar

7Customised specific availability shows the exact times and the clock icon

Unavailability is displayed as ‘No Bank’ in grey.

Note: Click on the ‘Remove’ link to delete availability entered

You can add Notes before dragging your availability on to the calendar

Employee Online (9 of 10)

M View, Confirm and Decline

Unconfirmed Bank Duties1Click on View Bank Shifts from the left menu.

Note: You only have this option if you are registered in the Bank.

2Use the filter icon on the column headings to filter the information.

L View/Self Book Unfilled Bank Shifts

3From the Unfilled Duties Screen select ‘Book Bank’ next to the required duty

4Click on OK to Confirm Booking

If the booking breaks a rule in HealthRoster, you will not be able to book the duty and an error message will appear.

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3Select either ‘Confirm’ or ‘Decline’ against each Unconfirmed Duty

1Click on ‘View Bank Shifts’ from the left menu.

2Expand the’ Unconfirmed Duties’ section by clicking on the +

Once you click on ‘Decline’, the shift is removed from the list. If you confirm the duty, it will become confirmed, but will not show up on the roster in EOL, until the roster itself is fully approved.

Employee Online (10 of 10)

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1Click on ‘Bank Timesheets’ from the left menu.

NOTE: You only have this option if the appropriate permissions have been given to you.

2Read the Disclaimer Message, then click ‘Agree’ on the Disclaimer Screen.

O View, Confirm & Edit Bank Timesheets

3To confirm a Timesheet, click on ‘OK’ next to the relevant episode

4To edit a Timesheet click on ‘Edit’ next to the relevant episode

5Adjust times as appropriate and click on ‘Update’

Timesheets that have already been confirmed or edited will show the small timesheet icon .

Those awaiting confirmation/editing will show with a green duty icon

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