Handle swaps, cover, open shifts and time off

People who work shifts ask for changes from their own pages (See your shifts and ask for changes). Whatever is waiting for a manager is on Requests. Each request will be checked against the team's rules when it is made and again when it is decided, so nobody ends up on a shift they cannot work. A request never changes a draft: when it is settled, the published schedule will change straight away and everyone involved will be told.

Team admins, managers, and schedule editors allowed to approve decide requests.

Swaps

Someone proposes swapping one of their shifts for a coworker's. The coworker accepts or declines. Under Settings, Swaps decides what happens next: either the swap will need a manager's approval, or it will apply once both people agree. Until then, both keep their own shifts. Swaps waiting for you are under Shift changes on Requests, with Approve and Decline.

Cover

Someone who cannot work a shift asks for cover. Coworkers who could work it will be asked, and they can offer to take it. Under Settings, Cover requests decides whether you choose the replacement or the first volunteer takes the shift. The person stays on the shift until a replacement is confirmed. If nobody has covered it after the time set under Remind managers about uncovered shifts after, managers will be reminded.

I cannot work this shift tells managers straight away. Under Needs cover on Requests, choose a replacement from the people who offered and the people who could work it, best first, and choose Confirm. No replacement needed closes the request and leaves the person on the shift. Offer it to people opens the shift to send offers.

Open shifts

A published open shift is offered to everyone who could work it. Under Settings, Taking open shifts decides whether you choose who gets it or the first eligible person gets it straight away. When you choose, the requests are under Shift changes.

To offer a published shift to particular people, open it and choose them under Offer the shift, then Send offers. Only people who have accepted their invitation can be offered shifts. Under Settings, Offered shifts decides whether the first to accept gets it or you confirm, and Offers expire after sets how long an offer lasts; an offer also ends when the shift starts.

Time off

Time off waiting for a decision is on Requests, with the published shifts it overlaps and who else is off then. Approving it stops new shifts in that time; the shifts it overlaps will stay until you choose someone else for each. Decline asks for a reason, which the person will see with the decision. A person can withdraw time off that has not started; you will be told if it was approved. To cancel time off yourself, choose Cancel beside it on the person's profile; they will be told.

Blackout periods, under Settings, mark dates when time off is not normally given, such as a holiday rush, for every location or one. People can still ask, and their requests are marked for you to decide.

Availability

When Availability changes under Settings needs a manager's approval, changes to someone's usual week wait on Requests. Until you approve, their current availability applies. A date that differs from the usual week applies as soon as the person adds it.

Messages that did not arrive

Requests also lists schedule emails and app notifications that could not be delivered, so you can tell the person another way.

In the mobile app

With a scheduling role, Requests is at the end of My shifts in the app, with how many requests are waiting. It lists shifts that need cover, where you choose who works the shift and choose Confirm; shift changes to Approve or Decline; time off to approve, or to decline with a reason the person sees; and availability changes. A notification that a shift needs cover opens the shift with the requests waiting on it. Planning, publishing, staff, coverage, starters, reports and settings are not in the mobile app, and neither is the list of messages that could not be delivered.

For other problems, contact Contact support.