Using the User Schedule to Plan and Reassign Work 

Purpose/Overview

This article explains how administrators and team leads can use the User Schedule feature to manage user time-off. The feature helps ensure smooth workload distribution by providing visibility into scheduled absences and allowing tasks to be reassigned during those periods. It’s especially useful for maintaining consistent operations and minimizing disruptions when team members are unavailable 

Navigation Path:

To access this feature, go to Utilisphere > Workload > User Schedule

Key Benefits/Use Cases:

• Workload Planning: Easily see who is scheduled to be off and when, helping managers assign work accordingly.
• Task Reassignment: Automatically reassign new or open items to another user during someone’s absence to prevent work from stalling.
• Audit Tracking: View historical changes to time-off schedules for transparency and reporting.

Things to Know:

• Permissions: Only users with admin-level access can schedule or delete time off for others.
• Display Note: Time off is scheduled in hours, but appears in days on the User Detail page.
• Behavior Detail: Reassignment settings only affect items based on whether they’re new or open at the start of the time-off period.
• If your organization is using the Dynamic Routing (or other various names) feature, your screen will have variations here. Please see the Dynamic Routing KB article for more information.

How It Works:

Search

1. Go to the user Schedule: Utilisphere > Workload > User Schedule
   
2. On the Schedule Summary page, in the upper left corner of the screen, type a name in the search box.
3. Click Search.
   
4. Results will appear.
5. To clear the search, click X.

Filter

1. In the upper left corner of the screen, click the Filter icon to show or hide filter options.
   
   
   
2. Select your filters and click Apply Filter to apply your selections.
   
   
   
3. Click Clear Filter to reset all filters.
   

Schedule Time Off
Time off is scheduled in hours, but shown in days on the User Detail screen.

1. On the User Schedule Summary screen, use Search and Filter to locate the user.
   

2. On the User Schedule Details page, in the Scheduled Time Off section, click +Add Time Off.
   

3. In the Schedule Time Off window, fill out all the fields and click Save.
   
   

Delete Scheduled Time Off

1. Use Search and Filter to find the user and click their name to open the User Schedule Details page
   
2. In the Scheduled Time Off section, find the entry you want to remove and click Delete for that row.
   

View History

1. On the User Schedule Details page, click History in the upper-right corner.
   
2. In the History window, you will see a list of all schedule changes.
   

Questions?  Contact us!