This article provides instructions for creating Scheduled Events, a core feature within the HR module. To explore further functionality and related features that come with the HR module, please see the 'Additional Resources' section at the end of the article.
A scheduled event is a setup assigned to managers or employees to complete specific HR forms, requests, or checklists. It can be created for a specific date or set to repeat on a calendar schedule. Scheduled Events can include Custom Forms, HR Action Requests, Course Assignments, Workflow Questionnaires, checklists, and specific government forms.
Creating a Scheduled Event
Please Note: Scheduled Events should only be configured after all applicable Checklists, Custom Forms, HR Actions, and Workflows have been configured
- Go to Settings > HR Setup > Scheduled Event
- Click 'Add New'
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Add the Name of the event
- Select the Event Type.
- Form I9: will add a ‘To Do’ item for the employee to complete their I9
- Checklist: will add a 'My Checklists' item under the employee's 'To Do' items
- Form CA2810.5: will add a ‘To Do’ item for the employee to complete their CA2810.5
- Workflow Questionnaire: will add a 'To Do' item for the employee to complete the questionnaire
- Course Assignment: will automatically assign a course or list of courses
- HR Action Request: Currently, these can only be a ‘My Employee Action Request.’ Meaning, a manager will receive a ‘To Do’ item to initiate the request for the employee
- Custom Form: will add the custom form to the employee’s profile. This will not add a ‘To Do’ item to the employee.
- Select Event (only applicable for HR Action Request, Custom Form, and Checklist)
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Add a Description of the event
- Press Save
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- Review Schedule Types
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Exact Date: Enter multiple exact dates by pressing ‘Enter’ between each date
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Repeatedly on Calendar Schedule: Select the schedule criteria for this event
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- Select the appropriate schedule type and Press 'Save'.
- Select 'Assign Event to Employee' to add the employees to whom this event should apply.
Please note: New employees will not automatically be added to the event, but can be added manually
- Select 'Enable Schedules" to enable the appropriate schedule, and assign the scheduled event to the employees
- 'Enable Schedules' will automatically select under the description of the event
- Select 'Disable Schedules' to disable the existing schedules
- Press Save
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Go to Company Settings > HR Setup > Scheduled Event to confirm a scheduled state, and use a hyperlink to view the schedule
Troubleshooting
Issue: The Scheduled Event did not trigger a To-Do item.
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Solution: When you have the scheduled event setup for an HR Action, and the To Be Initiated By is set to Manager 1, the To Do item is going to go to the employee you define as Manager 1 to start the HR Action.
This is more of a reminder; it doesn't actually start the action for them. A Custom Form Scheduled Event will not trigger a To-Do. To see a custom form, the employee must go to: My Account > Forms
Issue: HR Scheduled Events - Cannot See Custom Form To Be Able To Schedule It.
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Solution:
- Navigate to Company Settings > Profiles/Policies > Security > edit given profile > HR tab > Employee Custom Form Items > check off desired permissions.
- Custom Form will now be visible in Scheduled Events > Events drop-down items.
Additional Resources
Certification and Training, Education, and Credentials Guide
UKG Workers Claims Guide And OSHA Reporting