Objective
The objective of this tutorial is to give you the complete overview for Humanity android mobile application for managers.
Overview
Access from your: Android
Applies to: Managers/Admin
Learn all the modules and it's related features that can optimize your workforce management by using Humanity's android mobile application.
Download Android application: Application for the Android devices
Things to know before you begin:
You must log in to Humanity application using your email address/username and password to access the application.
You must have the manager/admin permission level in Humanity application to have access to all the features listed in this article.
Application requires 4.4 and up android to be compatible with the application.
The scenario outlined in this tutorial consists of the following building blocks:
Dashboard
- Upcoming Shift Widget
- Notification Widget
- Who is on now Widget
- Who is late Widget
- Who is on leave Widget
- Shifts for Pick-up Widget
- Message Wall Widget
- Training Progress Widget
- Birthdays Widget
- Shortcut to 'Time Clock'ShiftPlanning
- Different Views under 'ShiftPlanning'
- Shift Creation
- Edit Shifts
- Publish Schedule/Shifts
- Delete ShiftsTime 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' tabEdit Your Profile
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'
- Shared Files
Search and View List of Shared Files
- Training
- Availability
Different Views under 'Availability'
Setting Up Weekly Availability
Setting Up Future Availability
Edit Weekly and Future Availability
- 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:
You can directly tap the gear icon from the top right to customize the widget settings.
You can also tap the bell icon to view the notifications and stay updated.
Upcoming Shift Widget
You can view the upcoming future scheduled shifts under 'My Next Shift' widget by tapping 'See More'.
Note: You can view future shifts by tapping 'Load next 30 days' tab at the bottom.
Notification Widget
It is a shortcut to view all the requests as a notification that needs your attention.
Who is on now Widget
View your staff who are clocked in, late, or scheduled to work on.
Who is late Widget
View your staff who are late for the work according to their schedule.
Note: Tap 'See more' and you will be able to view the details of the staff who are late.
Who is on leave Widget
View your staff who are on leave.
Note: Tap 'See more' and you will be able to view the details of the staff who are on leave.
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.
Either tap the 'arrow' icon to reply on the posted message.
Tap on the 'bin' icon to delete the posted message.
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.
Once you click on 'See More' it will pop-up the list of upcoming birthdays.
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', 'Pick Up' and 'All' tab.
My: 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:
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 'Remote locations,' 'Skills,' or 'Employees.'
Shift Creation
Creating shifts has never been easier. Simply, tap on the '+' sign on the bottom-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:
Set shift start/ end date and time
Assign position to the shifts
Assign remote sites to shifts
Add titles to the shifts
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:
'Start/end date and time'
'Positions'
'Remote Sites'
Shift 'Title'
'Notes'
'Open Slots'
Assigning Employees
Schedule Breaks
In Advance options, you can modify the following actions on the shift:
Repeating Options
Assign On Call Employees
If you have made the modification on a recurring series tap 'Publish & notify' and it will give you three options to update the shifts:
Only this one
All future shifts
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:
Publish
Publish and notify employees
Publish and notify everyone
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 at once through mobile app. However, if you have created recurring series it will give you three options to delete them.
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 Android 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:
Position
Remote Site
Notes
Tips
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-progress 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' and 'Skills'.
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:
Position
Clock In Date/Time of the timesheet
Clock Out Date/Time of the timesheet
Breaks
Remote Location
Tips
Notes
Approve/Unapprove Timesheets
Tap on 'Approve Timesheet all' or 'Unapprove all' tab if you wish all of the timesheets to get approved or unapproved at once. However, you may also approve/unapprove timesheets one by one at a time as well.
Notes:
You will be able to view the status of approval next to all timesheets.
You can approve/unapprove your own timesheets being a manager.
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 'bin' icon to delete the timesheets.
Manually Add Time Clock under 'My' Tab
You can access the option to add time clock for yourself or any of your staff under the 'My' section, which once approved will enter the timesheet data.
Tap on the '+' icon from the bottom right corner of the 'Time Clock' to create a new timesheet.
To add a clock time, you simply need to enter the following information:
Employee Name
Position
Clock In Date/Time
Clock Out Date/Time
Remote Location
Tips
Notes
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.
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:
Messages
Leave
Shift Requests
Staff
Training
Files
Settings
Edit your Profile
Tap on your profile image or your name, it will redirect you to the 'Employee Details' page where you can edit your personal details by tapping 'pencil icon' from the top-right corner > Tap 'tick mark' to confirm the changes.
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'
Message Wall: Post messages on the message wall!
It displays the most recent messages posted on the wall. You can also find the following options:
Either tap the 'arrow' icon to reply on the posted message.
Tap on the 'bin' icon to delete the posted message.
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 'Message 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.
Sentbox: View your sent messages!
At the top of the Message module, you can toggle from 'Message Wall' to 'Sentbox' 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 Reject leave requests of your staff!
Toggle from 'My' to 'Manage' tab under Leave module to approve or reject 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 bottom-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:
Employee
Leave Type
Start time
End time
Add comment
Shift Requests
Tap 'More' > Tap 'Shift Requests' to either view shift requests made by your staff with you or manage your staff's shift requests. Shift requests are categorized into two sections: Requests & Manage.
Different Views under 'Shift Requests'
You can switch from 'REQUESTS' to 'MANAGE' view.
Requests: This section shows all the shift requests generated by your staff with you which are either pending or expired.
'Filters' under 'REQUESTS' tab:
Tap on the filter to refine your search under 'Requests' tab:
Pending: You will be able to view all the shift requests made by your staff for you which are pending for approval under this filter.
Expired: You will be able to view all the shift requests made by your staff for you which are expired under this filter.
Manage: This is where you will be able to access and manage shift requests for the entire staff.
'Filters' under 'MANAGE' tab:
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.
Open shift: It will show you the available open shifts that are requested by your staff.
Trade & release: All the shifts requests related to trade or release by the staff will fall under this category.
Need my response: If any shift request is awaiting my response, you will be able to access it using this filter.
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: Manage your Staff!
Edit Your Staff Details: Tap on the name of your desired staff who you wish to edit the details for > Tap 'Pencil icon' to modify the profile information > Tap 'tick mark' to confirm the changes.
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 bottom-right corner to access the listed options:
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.Add Position: It will let you add new positions selecting the location and assign colors to those positions.
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 and Time Zone.
Tap the 'delete' icon from the top-right corner to delete the existing location.
Note: You cannot delete the primary location.
Shared Files
Tap 'More' > Tap 'Shared Files' to view all the uploaded files under this section.
Search and View List of Shared Files
Note:
You can’t upload any file through the mobile app in the shared files section.
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.
Training
Tap 'More' > Tap 'Training' to view the training topics.
Open the training topic you wish to go through and complete by tapping it, and submit that as completed. You will be able to view the completion percentage status.
Availability
Tap 'More' > Tap 'Availability' and it will give 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:
You can select multiple times in a day and can also mark whole day as unavailable.
You can also clear your unavailable hours for a particular day in the week by tapping on 'Clear all day' tab.
You are available by default for 24/7 in your weekly availability section unless you select otherwise.
You cannot approve availability requests from the mobile app.
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:
You will have to set availability for each day individually.
You can also clear your unavailable hours for a particular day in the week by tapping on 'Clear all day' tab.
You cannot approve availability requests from the mobile app.
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.
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'
Widgets
Tap 'Widget' for accessing 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
Tap 'Notifications' for using 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:
ShiftPlanning
Shift Trades
Leave
Communication
Availability
Training
Skills
Birthday
Note: You can also reach our support or logout from the application under the 'More' tab.
Calendar Sync
Tap on 'Calendar Sync' > Tap 'Proceed' to sync your Humanity schedule alongside your other events in application like iCal, Google Calendar or on your mobile devices.
If you have any further queries, please don't hesitate to reach us at support@humanity.com. Happy Scheduling!