Objective

The objective of this tutorial is to give you the complete overview for Humanity iOS mobile application for managers.

Overview

Access from your: iphone or iPad
Applies to:
Managers/Admin

Learn all the modules and it's related features that can optimize your workforce management by using Humanity's iOS mobile application.

Download iOS application: Application for the iOS devices (iPhone/iPad)

Things to know before you begin:

  1. You must log in to Humanity application using your email address/username and password to access the application.
  2. You must have the manager/admin permission level in Humanity application to have access to all the features listed in this article.
  3. Application requires iOS 11.0 or later and it is compatible with iPhone, iPad, and iPod touch.

The scenario outlined in this tutorial consists of the following building blocks:

  1. Dashboard
    - Upcoming Shift Widget
    - Requests Widget
    - Who is on now Widget
    - Shifts for Pick-up Widget
    - Message Wall Widget
    - Training Progress Widget
    - Birthdays Widget
    - Shortcut to 'Time Clock'
  2. ShiftPlanning
    - Different Views under 'ShiftPlanning'
    - Shift Creation
    - Edit Shifts
    - Publish Schedule/Shifts
    - Delete Shifts
  3. Time Clock
    - Different Views under 'Time Clock'
    - Edit Timesheets under 'My' or 'Manage' tab
    - Approve/Unapprove timesheets
    - Delete Timesheets under 'My' or 'Manage' tab
    - Manually Add Time Clock under 'My' or 'Manage' tab
  4. Availability
    - Different Views Under Availability
    - Setting up Weekly Availability
    - Setting up Future Availability
    - Edit Weekly and Future Availability
  5. Edit Your Profile
  6. More
    - Messages
       Different Views under 'Messages'
    - Leave
       Different Views under 'Leave'
       Request Leave
    - Shift Requests
       Different Views under 'Shift Requests'
    - Staff
       Different Views under 'Staff'
    - Training
    - Files
  7. Settings
    - Different Views under 'Settings'

Dashboard

Being a manager, once you log in to Humanity mobile app, it takes you to the Dashboard module as it is the default view. It contains all those widgets which you’ve enabled for your profile.
If you have enabled all of the widgets under 'Settings', you will be able to view the listed widgets on the Dashboard.

Notes:

  1. You can directly tap the gear icon from the top right to customize the widget settings.
  2. You can also tap the bell icon to view the notifications and stay updated.

Upcoming Shift Widget

You are able to view the upcoming future scheduled shifts under 'My Next Shift' widget by tapping 'See More'.

Note: You are able to view future shifts by tapping 'Load next 30 days' tab at the bottom.

Requests Widget

It shows the amount of leave request pending to approve and by tapping on that, it takes you to the ‘Manage’ page of Leave section.

Who is on now Widget

View your staff who are clocked in, late, or scheduled to work on. 

Shifts for Pick-up Widget

If any open shifts are available to work on, you can tap 'See More' to request to work on them. 

Message Wall Widget

It displays the most recent messages posted and allows you to tap on ‘See More’ to take you directly to all the messages posted on the wall. 

  1. Either tap the 'arrow' icon to reply on the posted message.
  2. Tap on the 'bin' icon to delete the posted message.
  3. Tap the '+' icon to add a new message on the wall >  Tap post message tab to post the message. 

Note: You can also 'Lock post at top' by enabling the respective toggle button.

Training Progress Widget

This reflects your training progress in percentage, tap on ‘See More’ which will redirect you to the 'Training' page in the application.

Birthdays Widget

It will list the upcoming birthdays of your staff members in the account.

Note: Birthdays must be added under their profile. 

Shortcut to 'Time Clock'

You can directly clock in/out or use features related to time clock directly from the 'Dashboard' module.

ShiftPlanning

"ShiftPlanning" is the core of Humanity application, it includes all the features related to Scheduling. Once you tap on 'ShiftPlanning' tab, it will lead you to your staff and your's 'Schedule' window.
Whether you have a single location or multiple, 'ShiftPlanning' has the robust features making it easy to plan and visualize your staff schedules.

Mini Calendar

Using the 'Mini-Calendar' you can select your desired date and access the shifts of that day.

Note: Make sure you navigate to the appropriate dates to view your desired upcoming/past shifts.

Different Views under 'ShiftPlanning'

You can switch between three different views: 'My Shifts', 'Pick Up' and 'All' tab.

My Shifts: Access Your Scheduled Hours!

It will let you view all your shifts. You may acknowledge them if you are willing to work on it. Being a manager you will also be able to edit your own shifts.

Pick Up: View and Pick Up Open Shifts Available To Work!

It will let you to request for working on open shifts (if published), being a manager you may also edit the open shifts.

All: Manage, View, & Publish All Staff Schedules

It will let you view or manage all the schedules by reflecting the entire company's schedule.

Filter icon under 'All' tab

On the top right corner side of the 'ShiftPlanning' tab, you can further customize the view by using the filter icon.

Features of 'Filter' tab:

  1. Locations & Positions: You may select Primary location's position and Additional Locations to filter down the schedule by an individual or multiple locations and positions.
  2. Advanced Filters:  Under the 'Advanced' section, it will allow you to further filter the view by 'Remote locations,' 'Skills,' or 'Employees.'

Shift Creation

Creating shifts has never been easier. Simply, tap on the '+' sign on the top-right corner in any of the views under 'ShiftPlanning' and tap 'Save & Continue' to create the shift after adding the corresponding employee, position, date and the shift time.

Features of 'Shift Creation' tab:

  1. Set shift start/ end date and time
  2. Assign position to the shifts
  3. Assign remote sites to shifts
  4. Add titles to the shifts
  5. Add notes for the shift

Note: After creating the shifts, you must publish the schedule for your employees to notify them.

Edit Shifts

After the shifts are created you can also edit them by tapping on any desired shift. Once you tap on it, it will open up the shift details for you.

Under 'Edit Shift' window you may modify the shift details as per your business requirements by tapping it on the fields listed below:

  1. 'Start/end date and time'
  2. 'Positions'
  3. 'Remote Sites'
  4.  Shift 'Title'
  5. 'Notes'
  6. 'Open Slots' 
  7. Assigning Employees
  8. Schedule Breaks

In Advance options, you can modify the following actions on the shift:

  1. Repeating Options
  2. Assign On Call Employees

If you have made the modification on a recurring series tap 'Save' and it will give you three options to update the shifts:

  1. Only this one
  2. All future shifts
  3. All shifts in series

Note: Once you have modified the shifts, you need to re-publish the shift and it will send the notification to employees assigned to that shift according to your selection under 'Publish Shift' window.

Publish Schedule/Shifts

The idea of publishing schedules is that once the manager is ready he/she can publish the schedule and it will go live to everyone. However, some managers want the ability to make changes to the schedule without their staff getting notified, humanity has that option available for you as well.

List of options under 'Publish Shift' window:

  1. Publish
  2. Publish and notify employees
  3. Publish and notify everyone
  4. Resend acknowledgment requests

Delete Shifts

If you wish to delete a shift, you may simply tap on the desired shift  which will redirect you to the shift details window. Tap 'Edit' and the 'Bin' icon on the top right corner to delete the shift.

Note: You can only delete a single shift through mobile app.

Time Clock

Humanity is the central hub where you can easily allow your employees to clock in &out. Upon accessing the Humanity mobile app over IOS device, the 'Time Clock' option can be found at the bottom of the Dashboard.

‘Time Clock’ has various ways, which makes it easy to produce and organize your staff timesheets by approving, un-approving the timesheets or making the necessary changes to them.

Different Views under 'Time Clock'

You can switch between three different views: 'Clock', 'My' and 'Manage' tab.

Clock: It will let you manage your timestamps!

Under the 'Clock' view, you are able to add your clock in and out timestamps to make sure that you came and worked for the hours you were scheduled for.

Once you tap 'Clock in' from the 'Clock In' option available at the bottom of the page. You will see the time clock 'Timeline' of your shift from clock-in to clock-out. You will be able to use and have access to the listed options below according to the time clock settings:

  1. Position
  2. Remote Site
  3. Notes
  4. Tips
  5. Coffee Icon to mark breaks: Take a break when it's time and 'Resume Shift' once your break is over.

My: Edit, Delete, Approve, Unapprove your own timesheets!

At the top of the Time Clock Tab, you can toggle from 'Clock' to 'My' tab and it will give access to all of your previous timesheets along with in-process time clock for the current day as well.

Mini Calendar

From the top mid section, you may open up the 'Mini-Calendar' to tap any date in the month & access the timesheets for the day.

Note: Make sure you navigate to the appropriate dates to view your upcoming/past timesheets.

Manage: Edit, Delete, Approve, Unapprove all timesheets!

At the top of the Time Clock Tab, you can toggle from 'Clock' to 'Manage' to view, edit, delete, approve/unapprove any of your staff's timesheets.

Filter icon under 'Manage' tab

You can tap on the filter at right top to refine your search under 'Manage' tab

Features of 'Filter' tab:

  • Show only my time clocks: Enabling this option will show you only your own time clocks in association with the other advanced filters. Having the option disabled will give you the data for whole of the staff.
  • Filter by Timeline: You can select the timeline that you are interested in to view the timesheets.
  • Locations & Positions: You may select Primary location's position and Additional Locations to filter down the schedule by an individual or multiple locations and positions.
  • Advanced Filters:  Under the 'Advanced' section, it will allow you to further filter the view by 'Employees' 
  • Time Clock Status: You can further filter timesheets by their status i.e. 'All', 'Approved', & 'Unapproved'.

Edit Timesheets under 'My' or 'Manage' tab

You may edit any of the timesheet by tapping on it which will land you to the time clock details > Tap 'Edit' tab to modify the timesheet.

You may edit the listed option below for all timesheets:

  1. Clock In Date/Time of the timesheet
  2. Clock Out Date/Time of the timesheet
  3. Shift Schedule
  4. Remote Location
  5. Notes
  6. Tips
  7. Timesheet breaks

Approve/Unapprove Timesheets

Tap on 'Approve Timesheet' or 'Unapprove Timesheet' tab according to your business requirement.

Notes:

  1. You will be able to view the status of approval next to all timesheets.
  2. You can approve/unapprove your own timesheets being a manager.
  3. You can also approve/unapprove timesheets in bulk.

Delete Timesheets under 'My' or 'Manage' tab

You may delete any of the timesheet by tapping on it which will land you to the time clock details > Tap 'Edit' tab > Tap 'bin' icon to delete the timesheets.

Manually Add Time Clock under 'My' or 'Manage' Tab

You can access the option to add time clock for yourself or any of your staff under the 'My' or 'Manage' section, which once approved will enter the timesheet data. 

Tap on the '+' icon from the down right corner of the 'Time Clock' to create a new timesheet. 

To add a clock time, you simply need to enter the following information:

  1. Employee Name
  2. Clock In Date/Time
  3. Clock Out Date/Time
  4. Shift Schedule
  5. Remote Location
  6. Notes
  7. Tips

Note: The ability to select the 'Only Clock In' is also available, which allows you to historically clock in if you forgot to clock in at an earlier time as a toggle button feature.

Availability

Availability gives your staff the access to let you know the time they are available or unavailable to get scheduled for their work on daily basis.

Different Views under 'Availability'

Once you are within the 'Availability' module, it will prompt you to setup either weekly or future availability therefore you can switch between weekly and future availability according to your requirement.

Weekly Availability

You can set the weekly availability which will repeat every week, the same day & time unless changed otherwise.

Future Availability

Future availability is a one-time availability set for a specific date in future. Future availability settings override your weekly availability on that specific date.

Setting Up Weekly Availability

Tap on the day you want to setup the availability for > Tap on the 'Add Time' tab in that particular day and select the time slots > Tap on 'Save' at the bottom to complete saving the availability for that day.

Notes:

  1. You can select multiple times in a day and can also mark whole day as unavailable.
  2. You can also clear your unavailable hours for a particular day in the week by tapping on 'Clear all day' tab.
  3. You are available by default for 24/7 in your weekly availability section unless you select otherwise. 
  4. You cannot approve availability requests from the mobile app. 
  5. The app will also show you the status of your previously added requests.

Setting Up Future Availability

To setup future availability toggle to the tab of 'Future' within the 'Availability' module > Tap on the '+' icon to add the future unavailability slots > Add the date and time > Tap 'Save' tab to send the request for approval.

Notes:

  1. You will have to set availability for each day individually. 
  2. You can also clear your unavailable hours for a particular day in the week by tapping on 'Clear all day' tab.
  3. You cannot approve availability requests from the mobile app.
  4. Once the future availability is saved, it will bring you back to the main screen on future availability where you will be able to view the status of your request.

Edit Weekly and Future Availability

You can edit availability by simply tapping on the added time slots, modify the time and tap 'Save' tab.

More

'More' is the last tab where you would find many other useful modules. You can also edit your profile under 'More' tab.

Access the listed modules below by tapping the three dots from the bottom-right corner.

List of Modules:

  1. Messages
  2. Leave
  3. Shift Requests
  4. Staff
  5. Training
  6. Files
  7. Settings

Edit Your Profile

Tap on your profile image or your name, it will redirect you to the 'Details page' where you can edit your personal details by tapping 'Edit' from the top-right corner.

Messages

Tap 'More' > Tap 'Messages', where you will be able to post any message to notify all of your staff of any update or announcements. Also, either create or view inbox/sent messages.

Messages are categorized into three sections: Message Wall, Inbox and Sent box.

Different Views under 'Messages'

Wall: Post messages on the message wall!

It displays the most recent messages posted on the wall. You can also find the following options: 

  1. Either tap the 'arrow' icon to reply on the posted message.
  2. Tap on the 'bin' icon to delete the posted message.
  3. Tap the '+' icon to add a new message on the wall >  Tap post message tab to post the message. 

Note: You can also 'Lock post at top' by enabling the respective toggle button.

Inbox: View, create & receive messages!

At the top of the Message module, you can toggle from 'Wall' to 'Inbox' tab. You can view all your received messages in this section with all details and content.
You may also tap the '+' icon to create a new message, once the message is composed, tap 'Send' tab.
Note: Tap on filters tab to filter the inbox messages by read or unread status.

Sent: View your sent messages!

At the top of the Message module, you can toggle from 'Wall' to 'Sent' tab and you will be able to view all your sent messages to the staff.

Leave

Tap 'More' > Tap 'Leave' to access the leave requests of your staff. Leave is categorized into three sections: My, All and Manage.

The purpose is to manage the leave requests, see all the leave schedule and check your own leaves.

Different Views under 'Leave'

My: Tap to check leave balance and view your leaves!

Tap 'Tap to check leave balance' to view the details of your leave types, remaining and total leave days. 

You will be able to view all of your past leaves on the main screen. 

All: View all approved leaves of your staff!

Toggle from 'My' to 'All' tab under Leave module to view all the approved leaves according to the calendar view. You can tap on the filter to refine your search under this section.

Manage: Approve or Decline leave requests of your staff!

Toggle from 'My' to 'Manage' tab under Leave module to approve or decline the leaves of your staff. This management area also allows you to filter the requests by start date and location.
Tap on each request to view for approving or declining it.

Request Leave

You can request and submit leave by simply tapping the '+' icon from the top-right corner for yourself or your employees.

You can  select the listed options under 'Request Leave' section and submit leave request by tapping 'Request Leave' tab.

List of options under 'Request Leave' tab:

  1. Employee
  2. Leave Type
  3. Leave start date
  4. Leave end date
  5. Note

Shift Requests

Tap 'More' > Tap 'Shift Requests' to either view your own shift requests or manage your staff's shift requests. Shift requests are categorized into two sections: Requests & Manage.

Different Views under 'Shift Requests'

Requests: This section shows all the shift requests generated by yourself.

Manage: This is where you will be able to access and manage shift requests for the entire staff.

Filter icon under 'Manage' or 'Requests' tab

You can tap on the filter to refine your search under 'Manage' or 'Requests' tab.

Features of 'Filter' tab under 'Requests' tab:

  1. Pending: You will be able to view all the shift requests made by yourself which are pending for approval under this filter.
  2. Expired: You will be able to view all the shift requests made by yourself which are expired under this filter.

Features of 'Filter' tab under 'Manage' tab:

  1. Locations & Positions: It allows you to select Primary location's position and Additional Locations to filter down the schedule by an individual or multiple locations and positions.
  2. Open shift: It will show you the available open shifts that are requested by your staff.
  3. Trade & release: All the shifts requests related to trade or release by the staff will fall under this category.
  4. Need my response: If any shift request is awaiting my response, you will be able to access it using this filter.
  5. Employee wants to respond: It shows all the shift requests awaiting employee responses.

Staff

Tap 'More' > Tap 'Staff' module to manage your staff, locations and remote location from your mobile phone. Staff is categorized into two sections: Staff & Locations.

Under Staff, you will be able to view the list of your staff members.

Different Views under 'Staff'

Staff: Edit Your Staff Details!

Tap on the name of your desired staff who you wish to edit the details for > Tap 'Edit' tab to modify the profile information.

Locations: Manage your locations and positions!

Toggle from 'Staff' to 'Locations' tab under Staff module to manage your primary, additional, remote locations and the positions associated with each location.

Add Employee, Position or Location

Tap '+' icon from the top right corner to access the listed options:

  1. Add Employee: It will let you create new employee(s) profile.Notes:- You may import contacts from phonebook.- You may also 'send activation' directly while create new employee(s) profile using the toggle button.
  2. Add Position: It will let you add new positions selecting the location and assign colors to those positions.
  3. Add Location: It will let you create new location by adding location name, address and time zone.
    Note:
    You may use the added location as remote site using the toggle button.- You may copy position from another location while creating a new location if needed.

Edit or Delete the Location

Tap on any location to access the location details > Tap 'Edit' tab to modify the location information which includes: Location Name, Location Address, Time Zone and Mobile Phone.

Tap the 'bin' icon from the top-right corner to delete the existing location.

Training

Tap 'More' > Tap 'Training' to view the training topics assigned to you along with the completion percentage.
Open the training topic you wish to go through and complete by tapping it, and submit that as completed.

Files

Tap 'More' > Tap 'Files' to view all the uploaded files in this section and download them.

Note:

  1. You can’t upload any file through the mobile app in the shared files section.
  2. In case of a long list of files, you have to search option on top to enter the key word and have the file pulled up quickly. 

Settings

Tap 'More' > Tap 'Settings' to configure the calendar sync, manage widgets and notifications.
Settings are categorized into three sections: Calendar Sync, Widgets and Notifications.

Different Views under 'Settings'

Calendar Sync

Tap on 'Calendar Sync' and receive instructions on how to sync your Humanity schedule alongside your other events in application like iCal, Google Calendar or on your mobile devices.
You can sync calendar in three ways: My Schedule, Schedule Overview and Leave Schedule by tapping on the desired tab.

Note: You can also sync specific position calendar by tapping on 'Specific Position' Option.

Widgets

Use the toggle button to enable or disable the listed widgets which will make them appear on the Dashboard wall according to your defined settings.

Notifications

Use the toggle button to enable or disable the general settings to receive notifications of different features.

You can manage three types of notifications: Email, SMS and Push. Each setting under these sections can be customized and is for an action that will take place and generate a relevant notification.

Below are the listed sections for which you may customize the notification settings for:

  1. ShiftPlanning
  2. Shift Trades
  3. Leave
  4. Communication
  5. Availability
  6. Training
  7. Skills
  8. Birthday

Note: You can also reach our support or logout from the application under the 'More' tab.

If you have any further queries, please don't hesitate to reach us at support@humanity.com. Happy Scheduling!

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