Viewer: Accessing your Schedule

Logging into Lightning Bolt

If your organization does NOT use Single Sign-On (SSO):

1. You should have received an email to set a password for your Lightning Bolt account. Follow the steps in the email to set a password.
2. Then navigate to lightning-bolt.com and click Log In in the top right-hand corner.
3. Enter your credentials
4. Click Log In

If your organization uses Single Sign-On (SSO):

1. Navigate to lightning-bolt.com and click Log In (your organization may have it's own Lightning Bolt URL, but you can always log in through the Lightning Bolt main page)
2. Click Enterprise Log In underneath username and password
3. Enter your credentials for your organization
4. Click Log In

Note: If you're having trouble logging in with Single Sign-On, contact your administrator or IT support for your organization. 

 

Viewing the Schedule

Once you’ve logged into Lightning Bolt, you will be taken to the Dashboard. To access your schedule, click on the following icon in Lightning Bolt. The icon link will take you to Viewer, the area in Lightning Bolt that you will view your schedule.

Changing the View of your Schedule

If it’s your first time using Viewer, your default view will be “Me”; this will only show you your scheduled shifts. To change your View, simply click on the view name at the top of the screen (to the right of the date). 

On the right-hand side of your screen, the ​Views panel​ will open.

On the right-hand side, you will see all of the Views available to you. Click on any one of them to open it. On the left-hand side, you will see two standard views that everyone will have access to: the Me View and the Daily View.

To set a View as your default:

1. Open the desired View.
2. Re-open the Views panel.
3. Click the Set as Default link under the View name. Now, when you open Viewer, it will load the schedule with your default View.

Navigating Dates on the Schedule

By default, Viewer will load with schedule data from either the current month, week or day, depending on the View settings. You can easily navigate between dates by using the date selector in the top-left corner of the page. Click the arrows to move the dates forward or backward, or click on the date's name to open a window that allows you to jump to whichever date you’d like.

Viewing Assignment Details

Left-click on any cell on the schedule to see the information about the provider who is scheduled, the slot details (such as pending swaps), and the slot history (such as changes that have been made).

Requesting Changes on the Schedule: The Toolbar

The most efficient way to make changes on the schedule is to use the Toolbar. By opening the Toolbar, you are able to submit requests, make swaps, remove shifts, or modify details in bulk.

To open the Toolbar:

1. Select the pencil icon  in the bottom right corner.
2. 
3. Now, you can click shifts on the schedule and the Toolbar will highlight tools available to you depending upon what is clicked. The Toolbar functions are described below.

1. Fill on the Schedule

Submitting a Fill allows you to add yourself to an already published schedule.

To submit a fill:

1. Select the pencil icon  in the bottom right-hand corner to open the Toolbar.
2. Select Fill.
3. Your name should be select under Personnel by default.
4. Select the Assignment that you would like to add.
5. Select the date(s) that you would like to request by by clicking on them.
6. Optionally, you can add a Note attached to the fill(s) or change the time of the assignment.
7. Click Submit.

2. Request on the Schedule

If your administrator has set up the appropriate permissions, you can use Lightning Bolt to make requests shifts or time off on dates in the future.

To submit a request:

1. Select the pencil icon  in the bottom right-hand corner to open the Toolbar.
2. Select the Request button.
3. Your name should be selected under Personnel by default.
4. Select the Assignment that you would like to request.
5. Select the date(s) that you would like to request by clicking on them.
6. Optionally, you can add a Note attached to the request(s) or change the time of the assignment.
7. Click Submit.

Note: The request window by default will open up the first month that is "requestable" (the month following the last published schedule). It will also stop you from making a request too far in the future; the administrator can configure how far in the future you are able to request.

Request Status:

A request with a green check mark means that request has been approved.

A request with a blue question mark means that request is pending, waiting approval from the administrator.

A request with a red "x" means that request has been denied. 

Note: You can hover over any request and it will show you the status of that request and the request note, if applicable.

Alternate way to make a Request:

You can also make a request by left clicking on the date in Viewer and then selecting Create Request. To do this:

1. Select the proper information for the request, then click Next.
2. Select the date(s) you would like to request by clicking on them, then click Next.
3. Review your request and click Submit.

3. Replacing a Shift and Creating a Swapportunity

The Replace function allows you to either:

• Replace your current assignment with another assignment (i.e. changing a call assignment to vacation/PTO)
• Swap with someone else's assignment(s) or have someone take over your assignment(s).
• Create a "Swapportunity" to offer up your assignment to any number of providers.

To replace an assignment:

1. Select the pencil icon  in the bottom right-hand corner to open the Toolbar.
2. Select cell(s) that you are working on the schedule that you would like to be replaced (or if taking someone else's shift, select the person/assignment that you would like to take).
3. Select Replace.

4. Select New Assignment to change the assignment you are working OR select New Personnel to have someone replace you.

5. Review the Replacement and click Submit.

To create a Swapportunity:

A "Swapportunity" in Lightning Bolt occurs when someone offers their assignment for other personnel to take / pick up. When a Swapportunity is submitted, the personnel included will receive a notification letting them know an assignment is available to take. When some requests to take the assignment, the person who created the Swapportunity will receive a notification to approve the Swap. 

To create a Swapportunity:

1. Select the pencil icon  in the bottom right-hand corner to open the Toolbar.
2. Select the assignment for which you would like to create a Swapportunity.
3. Click the Replace button.
4. Click your name under "Personnel"
5. Select the personnel to whom you want to offer your shift.
   • Tip: If you want to offer your shift to everyone on the list, you can select *ALL in the bottom left-hand corner.
6. Click the checkmark in the top right-hand corner.
7. Click Submit

The cell on the schedule will now show a WiFi icon next to your name indicating a Swapportunity is available. You can see who has accepted or declined, or choose to cancel, the Swapportunity by left-clicking on the Swapportunity (see screenshot below).

4. Removing a Shift

The Remove function allows you to take yourself off of the schedule.

To remove a shift:

1. Select the pencil icon  in the bottom right-hand corner to open the Toolbar.
2. Select the cell(s) that you are working on the schedule that you would like to remove.
3. Select Remove.
4. Review the Removal. Then click Submit.

5. Making Swaps on the Schedule (between 2 providers)

If your administrator has set up the appropriate permissions, you can use Lightning Bolt to swap shifts on the current schedule.

To make a Swap:

1. In Viewer, navigate to the date for which you would like to make a swap.
2. Select the pencil icon  in the bottom right-hand corner to open the Toolbar.
3. Select the two shifts on the schedule that you would like to swap.
4. You will see, on the toolbar, the Exchange button become highlighted.
   • 
5. Click the Exchange button. 
6. Review the Swap and click Submit.