Overview

Welcome to Humanity, the online scheduling platform that optimizes employee scheduling, and works in conjunction with Oracle for time tracking, vacation management, and payroll.

Get started by logging in and review the accounts that were created for your employees. The dashboard is where you’ll find the message wall, widgets, and any notifications that need your attention.

For additional information, best practices, and support, visit helpdesk.humanity.com.

Step 1: Log in to your account

Microsoft Edge, Google Chrome, or Firefox are recommended for the best user experience and performance. Humanity can also be accessed using the latest versions of Safari, Internet Explorer, and Opera, but users may experience performance and/or usage issues.

To access your Humanity account, visit https://firstwest.humanity.com/includes/saml/ This will direct you to your dashboard if already logged in. Otherwise, it will prompt a login.

Step 2: Employee Accounts

With the Oracle integration, you will not need to create user accounts for your employees. Each of your active employees will have a Humanity user account created, with the following information pulled from Oracle:

  • Legal First Name
  • Legal Last Name
  • Work Phone Number
  • Work Email Address
  • Employee Status
  • Employee Hire Date
  • Employee Time Zone
  • Employee ID

Any changes or revisions that need to be made for the above fields, MUST be completed in Oracle. Any changes made in Humanity will be overridden by the integration sync that occurs hourly.

Additional information available in your Humanity account due to the Oracle Information.

  • Employees’ Oracle Approved Leave of Absence requests
  • Employees’ Approved Oracle Time Off requests
  • Employees’ assigned Oracle Job Profiles

Step 3: Settings

Customize settings for the account level

  • Under ShiftPlanning, enable employees to trade shifts and drop shifts, with or without manager’s approval.

Customize settings for the employee level

  • Under Edit Details, set up minimum and maximum hours an employee can work in a day and week. Inputting this information for each employee will make building out a schedule effortless.
  • Under Permissions, change the account type for Supervisors and Manager and select the positions they should be able to schedule/manage.

Step 4: Availability

All employees default to available 24 hours a day.

As an employer, you have the option to update your employees’ available working hours. However, it is recommended that employees set their availability from the mobile app (or by signing in to their accounts from their desktop). By default, their availability indicates they are available to work, every day and all hours of the day. It is helpful for part-time employees to input the hours they are not able to work (for example when attending school), so they are not scheduled for shifts when they are not available.

The Availability module also comes with a one-off instance that can be used by employees to let employers know when they are not available for a given individual day when their weekly (regular) availability states otherwise. Also, it can be used to let your employer know when you are available to work when normally you cannot.

Use one-off instance availability for an upcoming doctor’s appointment, or to pick up extra hours over the holiday season.

Step 5: Build a Schedule with ShiftPlanning

From the ShiftPlanning tab, create a shift for your positions or employees. It is recommended to build out a schedule from the Position View at a week’s glance.

After you’ve created a shift, select the shift to input additional details:

  • Create a recurring shift
  • Assign staff -- they will appear on the right-hand side as Available
  • Set Open Slots
  • Add Shift Notes

Once you’ve selected a shift, on the right side you’ll see Available employees and others with conflicts. A number in parentheses represents the number of hours they’ve been assigned for the week. Workers with a red warning icon indicate a conflict of some type in their schedule, leave, or future availability.

Best Practice: Save Schedule Templates by clicking the star icon at the top right of the schedule. Changes made to templated schedules will override the previously saved template and be used going forward.

When you start a new week, select Copy Schedule from the dropdown in the upper right corner, to copy one of your templates into the blank week. You can choose to copy the shifts alone or the shifts with the specific employees assigned to them. After you’ve made all of your changes, be sure to Publish the schedule.

Publish a schedule to release your current schedule to all employees. The schedule you're currently viewing will be the shifts that are published (one week, four weeks, etc.,). Any changes to a previously published schedule need to be published again.

Step 6: Running Reports

Humanity allows you to generate reports on demand. There are many reports to choose from but here’s some we recommend checking out:

  • Vacation Summary
  • Scheduled Summary

General

  • What will already be in Humanity when the initial sync is complete?

After the initial sync is completed the following data will be visible in the Humanity account:

Employees and their data:

  • Legal First Name
  • Legal Last Name
  • Work Phone Number
  • Work Email Address
  • Employee Status
  • Employee Hire Date
  • Employee Time Zone
  • Employee ID

  • Employees’ Oracle Approved Leave of Absence requests as Leave requests in Humanity
  • Employees’ Oracle Approved Time Off requests as Leave requests in Humanity
  • Employees’ assigned Oracle Job Profiles as Positions in Humanity

  • Where do I log into Humanity?

Upon account creation, the domain for the account will be created, so employees can log in using the First West URL https://firstwest.humanity.com/includes/saml/ and put in their credentials (if required)

  • What is the difference between Humanity and Oracle?

Humanity is an Employee Scheduling software and Oracle is a large Human Resource Information System (HRIS) and Payroll system.

Integration/Sync

  • How often does the integration sync between Oracle and Humanity occur?

The sync occurs every 60 minutes.

  • What information is pulled through to Humanity from Oracle?

a. Employee Data

b. Time Off Data

c. Leave of Absence Data

d. Employee Jobs and Departments

  • What information is pulled through from Humanity to Oracle?

Schedule Data

  • What kinds of things can “break” the integration - what NOT to touch as a Manager (or Employee?)

Any data synced from Oracle to Humanity (mentioned above) shouldn’t be changed in Humanity

Also, Time Zone set on the account level should not be changed

Managers

  • As a Manager, where do I create the schedule? Where do I make changes to the schedule?

All changes to the schedule should be made in Humanity.

  • After making changes, how do I re-publish? Who sees the updates to the schedule? Do they automatically go into Oracle?

a.Re-publishing of schedules is done in Humanity by pressing the ‘Publish’ button.

b. Who sees the updates to schedule depends on the option the Scheduler chooses in Humanity when publishing the shifts (Don't notify Employees/Send Notifications to Employees/Send Notifications to Employees & Managers).

c. Yes, upon publishing, shifts are automatically synced to Oracle, on a sync every 60 minutes.

  • As a Manager, where do I approve Leave?

You will approve Leave of Absence and Time Off requests in Oracle.

  • As a Manager, can I approve my employees’ availability?

This is independent of the integration, it depends only on how you use the Availability feature.

  • As a Manager, where/how do I set permissions, and is that in Humanity
    or Oracle?

After employees are synced from Oracle to Humanity, appropriate permissions have to be set in Humanity.

  • As a Manager, how/where do I set important settings like break/overtime rules?

These settings are managed in Humanity.

  • As a Manager, how do I add or remove an employee in Humanity?

Any employee who is synced from Oracle to Humanity MUST NOT be changed/deleted in Humanity. The customer still can manually create/update/delete employees in Humanity, but those employees won’t be picked up by integration - their data, leaves and shifts won’t be synced.

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