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Team Portal

Team Portal enables team members to view and manage their respective shifts for an RTI Back Office labor schedule. Team members are notified via email to login to Team Portal when the store manager publishes a new schedule.

Using Team Portal, team members have the ability to:

  • View scheduled shifts for each day of a selected calendar week.

  • View and pick up unassigned shifts.

  • Offer an assigned shift to other team members.

  • View time card details including the number of hours worked.

Team Member Functions

The following describes the Team Portal functions performed by team members.

Getting Started

The following describes how to get started with Team Portal, including how to register and login to the app. An overview of the Team Portal main menu is also provided.

Employee Registration

An email is sent to each employee instructing them to register for Xenial Team Portal. The registration link provided in the email is valid for forty-eight (48) hours.

To register for Team Portal:

  1. Open the Xenial Team Portal Registration email.

  2. From the registration email, select Register.

    • If the Register button does not respond, copy and paste the URL displayed beneath the button into a browser.

  3. From the Activate Profile screen, type a password to activate and access the Team Portal account.

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    Password Requirements

    • Eight (8) or more characters

    • At least one (1) special character (e.g. @, !, #, $, %)

    • At least one (1) number

    • Upper & lowercase letters

  4. In the Confirm Password field, type the password a second time for confirmation.

  5. Select Register. Upon successful registration, the following Team Portal login credentials are provided:

    • Username (email address)

    • Login Company

  6. From the Successful Registration screen, select Go to Login to login to Team Portal with the provided credentials.

Login to Team Portal

From the Team Portal login page, login with the provided credentials:

  1. In the Email Address field, type the provided username (email address).

  2. In the Password field, type the employee-defined password.

  3. In the Company field, type the provided login company.

    • (Optional) Select Remember Me to instruct Team Portal to remember the login credentials on the current device.

  4. Select Log In.

Main Menu

From the upper-right of Team Portal, select the hamburger icon to open the main menu and access the following features:

Feature

Description

Schedules

View scheduled shifts for each day of the selected calendar week.

Available Shifts

View the shifts that are available to be claimed for each day of the selected calendar week.

Team members can pick up available shifts and assign the shifts to themselves. Manager approval is required to finalize the shift pick up.

Hours Worked

View time card details including the number of hours worked.

About

View user information and details about the Team Portal application, including the current UI version.

Schedules

From the Schedules page, view shift information for each day of the selected calendar week. Select a shift for a particular day to view additional details. Swipe right/left to view the previous/next calendar week, respectively.

Shift Bar Colors

The following describes the significance of the shift bar colors.

Color

Description

Blue

Future shift assigned to the employee.

Grey

Shift is already finished.

White

Future shift that is NOT assigned to the employee. A shift pickup may be pending manager approval.

Gray stripes

No shift is assigned.

Shift Indicators

The following describes the various indicators that may appear on a shift to alert the employee of a special condition.

Indicator

Description

New

This is a new shift added to the published schedule.

Changed

The details of this shift were updated after the schedule was published.

Offered

The shift is currently offered to other team members.

Pending

A shift pickup is pending manager approval.

View Shift Details

From the Schedules page, select a shift from the list to view additional details. The Shift Details page provides the following:

Field

Description

Weekday / Business Date

The day of the week and the business date when the shift is scheduled.

Use the left / right arrow icons to go back or advance one (1) calendar day, respectively.

Store

The store number and location where the shift is scheduled.

Scheduled

  • The number of hours the employee is scheduled to work.

  • The start and end time of the shift.

View Hours Worked

The View Hours Worked field is only available for past shifts.

From the bottom of the Shift Details page, select View Hours Worked to view the actual hours worked during the shift.

See Hours Worked for more details.

Offer Shift

To offer a scheduled shift to another team member:

  1. From the Schedules page, select the shift from the list.

  2. From the bottom of the Shift Details page, select Offer Shift.

  3. From the Offering Shift prompt, select Offer to confirm.

    • The Offered indicator is displayed on the shift on the Schedules page.

Undo Offer Shift

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Once an offered shift is picked up by another team member, the Offer Shift cannot be undone.

To undo or cancel a shift offer:

  1. From the Schedules page, select the shift from the list.

  2. From the bottom of the Shift Details page, select Undo Offer Shift.

  3. From the Undo Offer Shift prompt, select Undo Offer to confirm.

Available Shifts

From the Available Shifts page, view the shifts that are available to be claimed for each day of the selected calendar week. Swipe right/left to view the previous/next calendar week, respectively.

The available shifts include unassigned shifts and shifts that are offered for pickup by other team members. Available shifts that overlap with any currently assigned shifts for the team member are not listed.

Team members can pickup and assign available shifts to themselves. Manager approval is required to finalize a shift pickup.

View Shift Details

From the Available Shifts page, select a shift from the list to view additional details. The Shift Details page provides the following:

Field

Description

Weekday / Business Date

The day of the week and the business date when the shift is scheduled.

Use the left / right arrow icons to go back or advance one (1) calendar day, respectively.

Store

The store number and location where the shift is scheduled.

Scheduled

  • The number of hours the employee is scheduled to work.

  • The start and end time of the shift.

  • The job the employee is scheduled to work.

Pick Up Shift

To pick up an available shift:

  1. From the Available Shifts page, select the shift from the list.

    • The available shifts include unassigned shifts and shifts that are offered for pickup by other team members.

    • Offered shifts display the name of the team member who is offering the shift for pickup.

  2. From the bottom of the Shift Details page, select Pick Up.

  3. From the Picking Up Shift confirmation window, select Pick Up to confirm the shift pickup.

Manager approval is required to finalize the shift pickup. The following indicates the shift pickup is pending manager approval:

  • The message "Pending Manager Approval" is displayed below the header of the Shift Details page.

  • The shift bar on the Schedules page is colored white and a Pending indicator is displayed on the shift bar.

Once the manager approves the shift pickup:

  • An email is sent to the team member to notify them that the shift pickup is approved.

  • The shift bar on the Schedules page is colored blue and the Pending indicator is removed.

Undo Shift Pickup

To undo a shift pickup:

  1. From the Available Shifts page, select the shift from the list.

  2. From the bottom of the Shift Details page, select Undo Pick Up.

Hours Worked

From the Hours Worked page, view time card information for each day of the selected calendar week, including the punch in/out times, the store location, and the number of hours worked. Swipe right/left to view the previous/next calendar week, respectively.

View Work Details

From the Work Details page, select the time card record for a particular date to view additional details.

The Work Details page provides the following:

Field

Description

Weekday / Business Date

The day of the week and the business date when the shift is scheduled.

Use the left / right arrow icons to go back or advance one (1) calendar day, respectively.

Total Hours Worked

The number of hours the employee actually worked for the shift.

Store

The store number and location where the shift is scheduled.

Worked

  • The number of hours the employee actually worked for the shift.

  • Punch In/Out times.

  • The job the employee worked.

Scheduled

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Depending on system configuration, this field may not be available.

  • The number of hours the employee is scheduled to work.

  • The start and end time of the shift.

Logout of Team Portal

To logout of Team Portal:

  1. From the upper-right of Team Portal, select the hamburger icon to open the main menu.

  2. From the lower-left, select Log Out.

Manager Functions

The following describes the Team Portal functions performed by store managers.

Pending Shift Changes

Labor Pending Shift Changes

From the Pending Shift Changes screen, view pending employee shift pickup requests for a selected store and period, approve / decline requests and view pending schedule changes.

Employee Requests

The Employee Requests tab of the Pending Shift Changes screen lists the pending shift pickup requests for a selected store and period. From this tab, the store manager approves or declines the shift pickup requests submitted by employees.

The following describes the fields on the Employee Requests tab.

Field

Description

Business Date

The business date when the shift is scheduled.

Employee

  • The employee currently assigned to the shift.

  • The employee who is a potential assignee for the shift.

Shift

  • The start and end time of the shift.

  • The duration of the shift in hours.

Expected Weekly Hours

The expected number of scheduled hours for the employee for the week.

This total includes approved shift requests AND shift requests that are pending approval.

Approve / Decline

  • Select the green check mark to approve the shift pickup request.

  • Select the red X to decline the shift pickup request.

Warning Icons

A warning icon appears next to an Employee or next to the Expected Weekly Hours value when a potential conflict exists with the shift request.

Icon

Description

Purple with "M" label

Employee is a minor. Labor laws may restrict the employee's availability.

Orange with "H" label

The total number of scheduled hours for the employee is approaching or has exceeded the defined threshold for Affordable Care Act (ACA) eligibility.

Red with "OT" label

The total number of scheduled hours for the employee exceeds the defined Overtime Warning Limit.

Approve / Decline Employee Request

An email notification is sent to the manager when an employee initiates a request from Team Portal to pickup a shift.

To approve / decline an employee shift pickup request:

  1. From the Pending Shift Changes screen, select the Employee Requests tab.

  2. From the Store dropdown, select the store to view.

  3. From the Period field, type the starting and ending dates to view -OR- select the calendar icon to open the period / date picker.

  4. From the Employee Requests tab, locate the shift pickup request.

  5. To the right of the shift pickup request, select the applicable action: Approve or Decline.

  6. From the upper-right of the Pending Shift Changes page, select Save.

Potential Schedule Tooltip

From the Employee Requests tab, hover the cursor over the Expected Weekly Hours value for an employee to open the Potential Schedule tooltip.

The Potential Schedule tooltip provides the following potential scheduling opportunities for the employee for each day of the week.

Field

Description

In

The Punch In time for the day.

Out

The Punch Out time for the day.

Hours

The total number of hours to potentially schedule for the day.

Total

The total number of hours to potentially schedule for the week.

Goal

The ideal number of hours to schedule for the week.

Configure Team Portal

The following describes how to enable and configure Team Portal features.

Enable Team Portal

Xenial RTI Back Office Settings General Parameters Options

To enable Xenial Team Portal for a company:

  1. From the Options menu, select the Team Portal tab.

  2. From Team Portal tab, select Enable Team Portal.

  3. From the Team Portal tab, configure the following:

    Option

    Description

    Historical Weeks - Hours Worked

    Type the number of previous weeks employees can access from the Hours Worked page.

    The default is 4.

    Historical Weeks - Schedule

    Type the number of previous weeks employees can access from the Schedules page.

    The default is 4.

    Show scheduled hours on Actual Hours Worked form

    Select this option to include the Scheduled field on the Hours Worked > Work Details form.

    See View Work Details for more information.

  4. From the lower-right, select OK.

Allow Offer/Pick Up Shifts

Xenial RTI Back Office Settings General Parameters Stores/Store Groups

The following describes how to allow the Offer/Pickup Shift feature for Team Portal at the store level. This feature provides team members with the ability to offer assigned shifts and pickup shifts using Team Portal.

To allow the Offer/Pickup Shift feature:

  1. From the Stores/Store Groups menu, select the store.

  2. From the General tab, select the Allow Offer/Pick Up Shift Operations option.

  3. From the lower-right, select OK.

Designate Team Portal Managers

Xenial RTI Back Office Settings Time Punch Departments

The following describes how to designate Team Portal managers at the department-level. Team Portal managers receive email notifications when team members offer/pick up shifts using Team Portal.

  1. From the Departments menu, select the department.

  2. Select Change.

  3. From the Department Options section, select the Team Portal Manager option.

    All employees assigned to the department will be identified as Team Portal managers.

  4. From the lower-right, select OK.

Pending Shift Changes Security Option

Xenial RTI Back Office Settings User Group

The following describes how to allow managers to accept / decline Pick Up Shift requests submitted by team members. This security option is configured at the user group level.

  1. From the User Group menu, select the Internal Tasks tab.

  2. From the Internal Tasks tab, expand the Schedules menu.

  3. From the Schedules menu, select the Pending Shift Changes option.

  4. From the lower-right, select OK.