Employees: Start Here

Basic Employee Instructions

This video tutorial demonstrates how to use Hero Schedule to manage your work schedule. It covers setting up your notification preferences, navigating the schedule interface, requesting time off and overtime, trading shifts, viewing your time card, and installing the Hero Schedule app on your mobile device.

Helpful Links:

Adding your Phone Number for Text Notifications

Opting In to SMS Messages

Choosing Your Notifications (text & email)

How to Install Hero Schedule App on your Phone 

How to request time off

How to request overtime

How to view your time card

How to Trade a Shift

Video summary

1. Setting Up Notifications and Password:
   • My Settings: After logging in with your provided credentials, navigate to the "My Settings" menu.
   • Phone Verification: Enter your phone number, click "Send Code," enter the received code, and click "Save" to enable SMS notifications.
   • Notification Preferences: Select the events for which you want to receive email and/or SMS notifications (e.g., time off approval, shift changes, open shifts). Click "Save Notification Changes" to apply your preferences.
   • Password Reset: You can change your password in the "My Settings" menu.
2. Navigating the Schedule:
   • Home Schedule: Click the menu button or the Hero Schedule logo to return to the main schedule view.
   • Navigation Tools:
   • "Today" button: Jumps to the current date.
   • Arrows: Navigate between days, weeks, and months.
   • Date Selection: Click on a date to view that specific day, week, or month.
   • View Options:
   • Day, Week, Custom Range: Choose your preferred schedule view.
   • Shift Filtering: Filter shifts by group (e.g., day shift, night shift).
   • "Only Me" view: Show only your schedule.
   • View Modes:
   • Employee View: Shows employees listed on the left and dates across the top.
   • Calendar View: Displays the schedule in a calendar format. Use Ctrl+P to print.
   • Activity View: Shows the schedule organized by activity (e.g., beats, sectors).
3. Requesting Overtime:
   • Week View: Switch to the week view for easier overtime entry.
   • Plus Overtime: Click on the day you worked overtime and select "+ Overtime."
   • Overtime Details: Enter the start and end times of your overtime. Verify the correct date, especially for overnight shifts.
   • Callback: Check this box only if applicable per your agency's policy.
   • Category & Account: Select the appropriate category (e.g., General) and account (e.g., Select Overtime).
   • Activity & Notes: Enter the activity you performed during overtime and any relevant notes.
   • Submit: Click "Submit" to send the overtime request. You can edit pending requests before approval.
4. Requesting Time Off:
   • Time Off: Click on the day you want to request off and select "Time Off."
   • Time Off Details: Enter or paste the time. Select the appropriate time off type (e.g., Vacation, Sick Leave). The system will calculate the total hours requested.
   • Notes: Add any relevant notes.
   • Submit: Click "Submit" to send the time off request.
5. Trading Shifts:
   • Trade: Click on the shift you want to trade and select "Trade."
   • Select Trade Partner: Choose an eligible employee to trade with.
   • Send Request: Send a trade request to the selected employee.
   • Shift Trades Tab: The other employee can respond to the trade request via the "Shift Trades" tab or by clicking on the relevant day in the schedule.
   • Supervisor Approval: After both employees agree to the trade, it goes to the supervisor for final approval.
6. Viewing Your Time Card:
   • Time Cards Tab: Go to the "Time Cards" tab and select the desired pay period.
   • Time Card Details: View your schedule, hours worked, overtime, and accrual balances (e.g., vacation, sick time).
7. Hero Schedule App (PWA):
   • Hero Schedule offers a Progressive Web App (PWA) that can be installed on your mobile device.
   • Installation:
   • iPhone (Safari/Chrome): Log in to Hero Schedule, tap the share button, and select "Add to Home Screen."
   • Android (Chrome): Log in to Hero Schedule, tap the three dots menu, and select "Add to Home Screen."
   • Native iOS and Android apps are under development.

This help document provides a basic overview. Your agency may have a different setup. Consult your supervisor or refer to the complete online documentation at help.heroschedule.com for further assistance.