Portal guide - your schedule link
For employees without a login - open your personal schedule link from an email, see your shifts, take open shifts and hand a shift back.
This page is for employees who receive Planning emails but do not have a SmartERP login. You do not need an account or a password. Everything is done from a link in your email.
Known issue in release 17.0.3
On a system where the Website application is installed, the pages described here currently fail with "Internal Server Error", because the page addresses are not declared as website pages. If your link shows that error, tell your planner or administrator; see Troubleshooting. The rest of this page describes how the pages behave once that is fixed, as checked in the code and in the automated tests. It has no screenshots, because the pages could not be opened on the system used to write it.
The emails you may receive#
| When | What the link does | |
|---|---|---|
| Your planning for period | Your planner sent the schedule. | The button View my schedule opens your weekly schedule. |
| Your shift on date has been published | Your planner published a shift for you. | The button View shift is for people with a login; without one, use the schedule email. |
| Open shift available: day, time | An open shift appeared that you are qualified for. | The button Take this shift opens that shift. |
| Reminder: your shift day, time | A shift of yours starts soon, if your company sends reminders. | No link. |
Your personal link#
The link in View my schedule looks like an address followed by two long codes. The codes identify you and the schedule your planner sent.
Keep the link to yourself
Anyone who has your link can see your shifts and take, hand back or switch shifts as you. Do not forward the email. If you shared it by mistake, tell your planner.
The link stops working some weeks after the end of the period it was sent for (8 weeks at first; your administrator can change it). Then you see This schedule link has expired and "Links stop working some weeks after the period they were sent for. Ask your planner to send you the current schedule." Ask for a new email.
Your schedule page#
The top shows your company name and SmartERP Planning by Ashewa, then Schedule of your name and the dates of the week, and a note from your planner if there is one.
- ‹ Previous, This week and Next › move between weeks. The page opens on the current week if it is inside the period that was sent, or on its first week otherwise.
- Each day is a box, with today highlighted. On a phone the days are stacked.
- My shift (solid green edge): a shift of yours, with its time, role and note.
- You can take it (dashed edge): an open shift you qualify for, or a shift that a colleague offers to hand over (Switch offered by name).
- A day with nothing shows Nothing planned. If the whole week is empty you see "You have no published shifts this week."
Times use your own time zone.
What you can do#
| Button | Where | What it does |
|---|---|---|
| Take this shift | Under an open shift | Gives you the shift. First to accept wins. |
| I take it | Under a shift a colleague offers | Takes over that colleague's shift. |
| I am unavailable | Under your own shift, if your company allows it and the deadline is not over | Hands the shift back as an open shift. |
| Ask to switch | Under your own shift, if your company does not allow handing back | Offers the shift to colleagues; it stays yours until someone takes it. The shift shows Switch requested. |
| Cancel request | Under your shift with Switch requested | Withdraws the offer. |
After you press a button the page reloads with a message:
| Message | Meaning |
|---|---|
| The shift is now yours. | You took an open shift. |
| You took over this shift. | You took a colleague's shift. |
| You have been unassigned; the shift is open again. | You handed a shift back. |
| Your colleagues can now take this shift. It stays yours until someone does. | You asked to switch. |
| Switch request cancelled. | You withdrew the offer. |
You can only take what Planning shows you. Planning hides shifts you do not qualify for. If something has changed since the page loaded, you may get a red message instead:
| Message | What it means |
|---|---|
| This shift has already been taken. | Someone was faster. |
| This shift needs the role Role, which is not one of your planning roles. | Ask your planner to add the role. |
| You already have a shift during this period. | Change your other shift first. |
| Only upcoming published shifts can be taken. | The shift has started, ended or was unpublished. |
| This shift is not part of your schedule. | The shift is in another company, or was removed. |
| It is too late to unassign yourself: the deadline was n day(s) before the shift. | The deadline passed. Ask your planner. |
| Unassigning yourself is not allowed in this company. | Use Ask to switch instead, if shown. |
| You can only ask to switch your own upcoming shifts. | The shift is not yours, or has started. |
| Your company lets you unassign yourself instead. | Use I am unavailable. |
| You can only cancel your own switch request. | The request is not yours. |
The open shift page#
The button Take this shift in an Open shift available email opens a page with the day, time, role and note. Press Take this shift to accept. If you are the first, you see "The shift is now yours." If someone else was first, you see "Already taken: someone accepted this shift first." If the shift is already yours, you see "This shift is yours."
If you have a SmartERP login, this button opens the shift inside the application instead.
Language and privacy#
The pages appear in your SmartERP language, or in the language of your contact record, when your company has installed it; otherwise in English. The pages show only your name, your shifts and the shifts you can take. You cannot see other people's shifts or personal details.
If something is wrong#
See Troubleshooting or ask your planner. Planners can send you a new link by publishing and sending the schedule again.