Overview
Figure 1. The Requests window
The Requests window is where requests that have been submitted by Users are managed and reviewed. Requests can be managed from both the Intrigma Scheduler+ and the Intrigma Scheduling System (ISS).
Users typically submit work, time off, and period requests, among others, from Intrigma's User-facing platforms (Intrigma’s mobile application or Web platform). For Users who do not have access to these platforms, you can file requests on their behalf using the Requests module.
Configuration
Before you can submit requests, you must set up request types and request groups in ISS.
Request types, or the different kinds of requests your Users can make, are divided into three (3) main categories, namely:
Time Off Requests: Applies to dates and times when providers take leave from their official duties for official or personal reasons. The types of time off requests are:
Off fixed times: The User selects the dates they would like to take time off from, scheduler sets the times the request applies to on those dates, e.g. time off in the morning.
Off specific shift: The User selects the shifts they would like to take time from on a particular date.
Off floating times: The User selects the dates and times they would like to be off.
Working Requests: Applies to dates and times when providers want to work certain times and/or specific shifts. The types of working requests are:
Work fixed times: The User selects the dates they would like to work; scheduler sets the times the request applies to on those dates, work in the morning.
Work a specific shift: The User selects the shifts they would like to work on a particular date.
Work floating time: The User selects particular times to work. When the request is granted, if there is no matching shift, an appropriate shift is created automatically.
Other Request Types: There are three additional request types that let providers communicate their preferences to the scheduler, to consider when building the schedule for a period. These other request types are the:
Period requests and Period notes [link]
Period quota request [link]
Creating a Request Type
The request types your Users are allowed to file are defined per User via the Requests sub-tab on the Users module, which is accessed from the hamburger menu on the top left. However, before you can set which request types are available to your Users, you need to create them first in ISS.
To create a new request type:
Select Edit on the ISS menu, then Settings (or press CTRL+E on your keyboard).
On the Settings dialog, select the Request Types tab.
Click the New Request Type button at the bottom, select the request type you want to create, then click the Create button.
Locate and select the new request type from the Request Types list.
Provide a name and configure all other required parameters for the request type. When configuring parameters, your inputs are saved automatically, just like anywhere else in the ISS.
Figure 2. The Request Types tab in ISS
Creating a Request Group
Within the Requests window, Request Groups allow you to filter a list of requests to make reviewing them easier (see Figure 7). For example: “Weekend Requests”, “Continuing Medical Education”, and “PTO.”
To create a request group:
Select Edit on the ISS menu, then Settings (or press CTRL+E on your keyboard).
On the Settings dialog, click the Request Groups tab.
Click the New Request Group button on the bottom left to create the request group.
Locate and select the new request group from the Request Groups list.
Provide a name and configure all other required parameters for the request group. When configuring parameters, your inputs are saved automatically, just like anywhere else in the ISS.
Figure 3. The Request Groups tab in ISS
Walkthroughs
You can filter, submit (on behalf of Users), and review requests from the Requests window, which is accessed by clicking the Requests button (marked by a clipboard icon) on the right-side panel.
Filtering Requests
On the Requests window, you can filter requests by User, review status, request type, and request group. By default, these filters are set to display All records.
To filter by User, select the User whose requests you want to view from the list of Users.
An alternative way of doing this is to select the User from the list on the left-hand side of the Dashboard.
Figure 4. Select a User from either the Users List on the leftmost side of the Dashboard or the Users List under the Requests window.
To filter by review status, select Approved, Unreviewed, or Denied from the Status list.
Figure 5. Filtering by status
To filter by type, select the request type from the appropriate list.
Figure 6. Filtering by request type
To filter by request group, select By Group instead of By Type, before selecting the request group from the list.
Figure 7. Changing the filter from request type to request group
Adding a New Request
As a scheduler, you can create a new request on behalf of Users who may not have access to the Intrigma platforms they typically use to submit their requests.
To add a new request for a User:
Select the User (who you want to create a request for) from either:
The list of Users on the leftmost side of the Dashboard; or
The list of Users in the Requests window.
Click the Add Request button on the bottom left of the Requests window.
On the Create New Request dialog, select the request type and the section to which the request will be applied.
Select the inclusive dates for the request.
If the request type is allowed to be soft (not guaranteed, even if approved), you should see a Soft request box when filling up the request. Check the box to submit a soft request.
Add a note to the request, if required.
Click Submit.
Figure 8. Creating a new request
Reviewing and Updating Request Status
To review and update the status of a request:
Select the User (who you want to create a request for) from either:
The list of Users on the leftmost side of the Dashboard; or
The list of Users in the Requests window.
With all requests from the User now listed under the Requests window, select the request from the list to view its details at the bottom.
To approve or deny an unreviewed request, either:
Right-click the request and click either Approve or Deny; or
Change the request status from Unreviewed to either Approved or Denied.
Figure 9. Choose from these options for approving or denying a request
To approve all unreviewed requests, click the Approve Unreviewed button below the list of requests, then click Approve on the alert to approve the requests.
Figure 10. Approving several unreviewed requests at once
Changes in request status are saved at once and without any confirmation message displayed on screen.
Editing a Request
You can also make changes to a request on behalf of a User. To do this:
Select the User (who you want to create a request for) from either:
The list of Users on the leftmost side of the Dashboard; or
The list of Users in the Requests window.
With all requests from the User now listed under the Requests window, select the request from the list to view its details at the bottom.
Make your changes to the request.
To change the status of the request from Approved to Denied or vice versa, select the appropriate status at the bottom. You can also change the status of Approved or Denied requests back to Unreviewed.
Either select/deselect the Soft request box to set the request as a soft request or vice versa. Soft requests are not guaranteed, even if approved.
Add a new note to the request, or edit the existing one, if required.
Any edits in a request are saved at once and without any confirmation message displayed on screen.
Deleting a Request
You may delete a request at any time, e.g. if you make a mistake filling up the request. To do this:
Select the User (who you want to create a request for) from either:
The list of Users on the leftmost side of the Dashboard; or
The list of Users in the Requests window.
With all requests from the User now listed under the Requests window, select the request from the list.
Right-click the request, then click Delete.
Figure 11. Deleting a request
Related Features
Request Types: The kinds of requests that Users are allowed to make in a given period.
Request Reminders: Sends notification to Users before the Period Request deadlines.
Request Priority Groups: Allows limiting Users from filing requests until a specified amount of time, e.g. per diems can only submit requests a week before the deadline.
Recurring Requests: Allow Users to make requests that will repeat when specific conditions are met, e.g., weekly on Monday, until the end of the year.
Request Approval Automation: Allows for the automatic approval of requests once submitted.
More information about these features are available in the Intrigma Knowledge Base. If they are not available to your organization, but you want them enabled, contact [email protected], or reach out to your representative.