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My Calendar (View My Schedule)

My Calendar (View My Schedule)

Owned by Mikala Krauth
Last updated: May 15, 2025 by Robert.Friedman

  1. Menu Navigation: Click on the Smart Square squares or the arrow at the bottom left of the page to expand and contract your menu options. Here you will find various menu functions that are dependent on your access level. Below are some examples you may or may not see;

    1. My Calendar: View your schedule, submit requests, and pick up available shifts, if allowed. 

    2. Self-Scheduling: If you participate in self-scheduling, this menu option will be activated. Click here to access the self-scheduling calendar. A blue number bubble indicates when a self-scheduling window is open. See Self-Scheduling for more information. 

    3. Pre-Posting: If you participate in pre-posting, this menu option will be activated. Click here to access the pre-posting calendar. A blue number bubble indicates when a pre-posting window is open. See Pre-Posting for more information. 

    4. Requests: View updates to your submitted requests (i.e. PTO, trades, schedule changes, etc.)

    5. Communications: View any notifications awaiting your attention in Smart Square. The blue number bubble indicates an action item. See Notifications Settings for more information. 

  2. Resources: This tab will house some in-line help material. You can find step-by-step walk throughs, link to the User Guide, and Onboarding Tasks. See Resources for more information. Additionally, there is an option to provide feedback via survey. Not intended to be used for support purposes.

  3. My Calendar: My Calendar is where you will be able to view your schedule, pick up shifts, and submit requests, if allowed.

  4. Account: Click here to view your personal information and to set personal preferences. See below for options you will find here: 

    1. Profile: View your personal information such as hire date, seniority, units and skills, and credentials. See below. Also sign-up for Rapid Shift recruit if your organization utilizes that feature. See Rapid Shift Recruit for more info.

    2. Preferences: View your personal profile information and to set preferences specific to how you view My Calendar. See below for more information. Elevated users can set additional preferences for other Smart Square features see Preferences for more info. If you are looking to set your Communication settings, go to Communications.

    3. Support: Your organization has a team of individuals that support Smart Square. Click here for their contact information for any assistance you need on Smart Square.

    4. Tutorials: Access the Smart Square User Guide.

 

 

 Related Features:

Self-Scheduling

Pre-Posting

Open Shifts

 

Welcome To Smart Square

Navigation, My Calendar, Notifications (4 min)

 

 

 

 

 

My Calendar is where you will be able to view your schedule, pick up shifts, and submit requests, if allowed.

 

Note: "Other shifts" can be either working or non-working shift. It will include any shift that has an assignment or an adjustment of something other than "regular". This can mean a working shift such as a management day or even a non-working shift, such as FMLA.

  1. Date Selector: Option to change what date is viewed within in the calendar. Depending on the view, this may be a day, week, or month selector. 

  2. Legend: See below for various shift types that may appear on your calendar. 

Expired Pending Requests: Managers occasionally do not promptly address a request before its scheduled date/time, causing the pending schedule request to expire. Expired requests are not visible on the calendar. To view information about expired requests, navigate to My Requests > Expired Tab.

  1. Calendar View Options: Each user can choose how they prefer to view their calendar. Each view provides different information on the main screen. Play around with each view to decide which you like best. In any of the views, you can click on "Today" to be taken to today's date. NOTE: All calendars are optimized to run on a desktop or mobile device including tablets and smart phones.

  2. Print/Export options: You can export this calendar to Outlook. Keep in mind if something changes after the date you export, the Outlook calendar does not automatically update. You would need to re-export. Below is a sample of a few of the views.

  3. Shift: A shift chip displays to show pertinent shift information. This can be clicked on to show more details.

  4. Working Staff List:  This list shows other staff members scheduled. See below for more information.

  5. OS/PP: OS - Displays the Open Shift threshold. If your organization uses incentives, this is the number of hours you are required to work before you will see incentive amounts. PP - Displays the number of hours you are scheduled in a pay period compared to your FTE. 

 

Page Filters

The My calendar page contains several different filters including ones for self-directed scheduling programs (Pre-posting, Self-Scheduling, and Open Shift). These filters were made to provide a consistent experience, so the filters will stay in place if you navigate to a different page or log out-back in. Keep in mind that if you access your calendar from a different device, browser, or clear your cache and cookies, the filters will be cleared on that other device. Some organizations reset cache and cookies on a regular basis so your filters may not remain sticky at all times.

image-20250515-152846.png

 

Shift Details

In any view, click on the shift to see additional details.

  1. Shift Information: The header of the shift card will display the Unit, Skill, and Time of this specific shift. 

  2. Other Assignments: If you are scheduled to something other than regular care, the assignment will display.  In this example, the staff member is assigned to Preceptor as she will be orienting a new co-worker.

  3. Scheduled Via: This will display how this shift was added to the calendar 

  4. Facility: Will display facility information such as, facility name and address.

  5. Staff Note: To view any notes added to the shift, click on the arrow to expand the Notes section.

 

Working Staff List

  1. People Icon: Click here to open the Working Staff List. This list will show all staff working on a given day. The default sorting of this list goes as follows: 

    1. Unit (or Unit Group priority, Area priority if applicable)

    2. Time of shift

    3. Skill priority

    4. Alphabetical

  2. Facility/Unit: Facility abbreviation and either the Unit Abbreviation or the area abbreviation (if a unit utilizes areas) will display here.

  3. Skill: First item to display under staff member name is the color coded skill of the shift

  4. Source: This will display the source type and color of the staff member (e.g. Core, Agency, Flt pool, etc). 

  5. Adjustment: If the shift has an adjustment other than "regular", the adjustment will display. Reminder: only working shifts will display, if this shift had an adjustment of absent, for example, they would not be listed.

  6. Daily Assignment: If using the daily assignment tool, and if an assignment(s) has been added for the staff member, an orange number will display advising the number of assignments added, along with a drop down option to view details of the assignment. 

  7. Seniority: If your organization has elected to display seniority, that will also display 

Profile Information

 

  1. Employment Information: Allows you to view information, such as Employee ID number, hire date, user name. 

  2. Work Profile: Allows you to view work information such as which skills and units in which you are able to work, as well as your cost center. See your manager or scheduler if these are not accurate.

  3. Credential Information: If your organization includes credential information such as BLS, ACLS, RN license, etc, it will be displayed here

  4. Contact information: Phone and email information will display 

  5. Security Settings: Allows you to change your password. Your organization may or may not allow you to change your password.

  6. Rapid Shift Recruit: Opt-in to receive text messages for recruitment purposes. Your organization may or may not use this feature. 

 

Preferences

  1. Shift Display: Defines how you wish to view shift times on your calendar -AM/PM, Military time, or Shift abbreviations

  2. Default Landing Page: Choose the "My Calendar" to view your calendar or the "Communication Center" to review updates and notifications regarding your requests.

  3. Default Calendar View: Choose how you want to view your calendar. 

 

All information is the property of Avantas and to be used only by users within an organization that has contracted use of Smart Square.