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Employee Scheduling System - User Guide

# Employee Scheduling

This guide willexplains helphow to set availability, view your week, claim and trade shifts, request leave, and—if you manageare a manager—build and release the team schedule.

What you see in the menu depends on your workrole. schedules, set your availability, apply for leave, and claim open shifts. Whether you're an employee orIf a manager,screen from this guide hasis everythingmissing, ask your manager or administrator to check your access.

---

## Where to start

| If you needwant toto… get| started.

Open
|

Table
|---|---|
of
| Contents

Set
    preferred
  1. Gettingor Started
    2. unavailable
  2. Understandingtimes Your| Role
    3. **My
  3. VisualAvailability** Process|
Flows
  • Notifications
    • up
  • Frequentlyextra Askedwork Questions
    • | **Weekly
    Shifts**

    Getting→ Started

    Open

    WhatShifts is|

    | See who works with you | **Weekly Shifts** → Team Schedule |
    | Swap or drop a shift | **Trade Shift** |
    | Request time off | **Apply Leave** |
    | Build the Employeeweek Scheduling System?

    The Employee Scheduling System helps you andfor your team manage| work**Employee schedulesSchedule** efficiently.|

    You
    | can:

    • ✅ View your upcoming shifts
    • ✅ Set yourApprove availability preferences
      • requests
    • ✅| Apply**Team forAvailability** time|
    off
  • ✅
    ---
    Claim
    available
    ## shifts
  • ✅ Get notified about schedule changes
  • ✅ Track your work hours and wages

    • AccessingHow the System

    week
      usually
    1. Logruns
    in
    to
    ```mermaid
    your account using your company credentials
  • Navigate to the Scheduling section from the main menu
  • You'll see different options based on your role

    • Visual Process Flows

    These flowcharts show you exactly how different processes work in the system.

    🕐 Employee Availability Process

    How it works when you set your availability:

    flowchart LR
    
A([👤
     Employee   SetsA[Set Availability])availability] --> B[📝Manager Savebuilds asschedule]
    
Draft]
        B --> C[📤Publish]
    
Submit
     for
Approval]   C --> D[📧Approve]
    
Manager
     Notified]
    D --> E{👔 Manager
Reviews}
    E -->|✅ Approve| F[🎉 Approved]
    E -->|❌ Reject| G[📧 Employee
Notified]
    F --> H[📅 Shows in
Scheduling]
    G --> I([Employee Can
Resubmit])
    
    style A fill:#e3f2fd
    style F fill:#c8e6c9
    style G fill:#ffcdd2
    style H fill:#c8e6c9

    Steps:

    1. ✅ You set your available/unavailable times
    2. ✅ Save it as a draft (you can edit)
    3. ✅ Submit for manager approval
    4. ✅ Manager gets email notification
    5. ✅ Manager approves or rejects
    6. ✅ You get notified of the decision
    7. ✅ If approved, it's used for scheduling

    🌴 Leave Application Process

    How your leave request is processed:

    flowchart TD
    A([👤 Employee
Applies for Leave]) --> B{✅ Check
Leave Balance}
    B -->|❌ Not Enough| C[❌ Request
Denied]
    B -->|✅ Has Balance| D{Check for
Shift Conflict}
    D -->|❌ Shift Exists| E[❌ Cannot Apply
Cancel Shift First]
    D -->|✅ No Conflict| F{Check
Blackout Days}
    F -->|❌ Is Blackout| G[❌ Leave Not
Allowed]
    F -->|✅ Available| H[✉️ Request
Submitted]
    H --> I[⏳ Status:
Pending]
    I --> J{👔 Manager
Reviews}
    J -->|✅ Approve| K[🎉 Leave
Approved]
    J -->|❌ Reject| L[❌ Leave
Rejected]
    K --> M[📧 Confirmation
Email Sent]
    L --> N[📧 Rejection
Email Sent]
    
    style A fill:#e3f2fd
    style K fill:#c8e6c9
    style L fill:#ffcdd2
    style C fill:#ffcdd2
    style E fill:#ffcdd2
    style G fill:#ffcdd2

    Steps:

    1. ✅ Select dates and leave type
    2. ✅ System checks your balance
    3. ✅ System checks for shift conflicts
    4. ✅ System checks blackout days
    5. ✅ Request is submitted to manager
    6. ✅ Manager approves or rejects
    7. ✅ You receive email notification

    🎯 Claiming an Open Shift

    How to claim and get approved for an open shift:

    flowchart LR
    A([👤 Employee Sees
Open Shift]) --> B{Check Your
Schedule}
    B -->|❌ Conflict| C[Cannot Claim
Overlapping Shift]
    B -->|✅ Available| D[👆 Click
Claim Shift]   D --> E[📤Staff Claimuse RequestMy Submitted]Schedule]
        E --> F[📧Claim, Managertrade, Notified]or Fleave -->if G{👔plans Managerchange]
    Reviews}
    ```
    G
    -->|✅
    1. Approve|Staff H[🎉submit Shiftavailability Assigned(and toleave You]when Gneeded).
    -->|❌
    2. Reject|Managers I[❌build Claimthe Rejected] H --> J[📅 Showsweek on Yourthe Schedule]scheduling Iboard.
    3. Managers publish, then approve, so shifts become confirmed.
    4. Staff use Weekly Shifts for day-to-day work, claims, and trades.

    -->-
    K([Shift
    Remains
    ## Open])Who styleuses Awhat
    fill:#e3f2fd
    style
    ### HEmployees
    fill:#c8e6c9
    style
    You Jcan:
    fill:#c8e6c9
    style
    - ISet fill:#ffcdd2**My Availability**

    Steps:

    -
      View
    1. ✅**Weekly BrowseShifts** available(My openSchedule, shifts
      2. Open
    2. ✅Shifts, CheckTeam ifSchedule)
    it
    - conflictsRequest witha your**Trade scheduleShift**
  • ✅
    - Click**Apply "ClaimLeave**
    This
    - Shift"
    • Receive
  • ✅notifications Managerwhen getsschedules, notification
    • claims,
  • ✅ Manager approvesavailability, or rejects
    • trades
  • ✅change
    • If
    approved,
    You shifttypically appearssee confirmed (approved) shifts on yourMy scheduleSchedule,

    📋 Manager: Creating & Publishing Schedules

    Complete workflow from creating shifts to final approval:

    flowchart TD
    A([👔 Manager Creates
Shifts]) --> B{Check for
Conflicts}
    B -->|❌ Employee on Leave| C[⚠️ Warning Shown
Cannot Assign]
    B -->|❌ Shift Overlap| C
    B -->|✅ No Issues| D[💾 Save as
Draft]
    D --> E[📝 Draft Status
Not Visible to Employees]
    E --> F{Ready to
Publish?}
    F -->|No| G[Keep Editing]
    F -->|Yes| H[📢 Publish
Schedule]
    H --> I[📧 Employees
Notified]
    I --> J[👀 Employees Can
View Schedule]
    J --> K{Final
Review OK?}
    K -->|Need Changes| L[Make Edits]
    K -->|All Good| M[✅ Approve
Schedule]
    M --> N[🔒 Schedule
Locked]
    N --> O[📧 Approval
Confirmation Sent]
    L --> H
    
    style A fill:#e3f2fd
    style D fill:#fff9c4
    style H fill:#bbdefb
    style M fill:#c8e6c9
    style N fill:#c8e6c9

    Steps:

    1. ✅ Create shifts and assign employees
    2. ✅ System checks for conflicts automatically
    3. ✅ Save asnot draft (onlyplanning youwork.
    can
    see)
    ###
  • ✅Managers
    • Publish
    when ready (employees notified)
  • ✅ Employees can view published schedules
  • ✅ Make final edits if needed
  • ✅ Approve to lock the schedule
  • ✅ Everyone gets confirmation

    • 👥 Complete Team Scheduling Flow

    The big picture - how everything works together:

    flowchart TD
    subgraph "📅 Week 1: Planning"
        A[👔 Manager Reviews
Team Availability]
        B[👔 Checks Leave
Requests]
        C[👔 Creates Draft
Schedule]
    end
    
    subgraph "📅 Week 2: Publishing"
        D[📢 Manager Publishes
Schedule]
        E[📧 Team Gets
Notifications]
        F[👀 Team Views
Schedule]
    end
    
    subgraph "📅 Week 3: Adjustments"
        G[👤 Employees May
Claim Open Shifts]
        H[👔 Manager Reviews
Claims]
        I[✅ Manager Approves
Schedule]
    end
    
    subgraph "📅 Week 4: Execution"
        J[👥 Team Works
Approved Shifts]
        K[📊 System Tracks
Hours & Wages]
    end
    
    A --> B --> C --> D --> E --> F --> G --> H --> I --> J --> K
    
    style D fill:#bbdefb
    style I fill:#c8e6c9
    style K fill:#c8e6c9

    Understanding Your Role

    The system has different features depending on your role:

    👤 Employee

    As an employee, you can:

    • View your assigned shifts
    • Set your weekly availability
    • Apply for leave
    • Claim open shifts
    • View your work hours and forecasted wages

    👔 Manager

    As a manager, you

    You can do everything an employee can, plus:


    • Create
      - Review and assigndecide shifts**Team toAvailability**
      your
      - team
      • Build
    • the week on **Employee Schedule**
    - Publish and approve schedules
  • - Approve open-shift claims and trade requests
    - Review availabilityteam requests
    • hour
  • and wage forecasts
    • - Approve or reject leave applicationsthat
  • Createaffects opencoverage
    • shifts
    for
    Managers teamusually membersonly see employees they are allowed to claim
  • View team forecastsschedule (hours,roles wages,with staffing)
    • **Can Schedule**).

    🔑
    Administrator

    ###

    Administrators


    Administrators havecan fullconfigure accessShift to:

    master
      times,
    • All employees across all branches
    • System-widescheduling settings
    • Shift(such templates
      • as
    • Employeeblackout groupsdays and leave policies
      • limits),
    employee
    groups

    For(including Employees

    trade

    📅limits), Viewingand Yourbroader Schedule

    team

    Stepaccess.

    1:
    Access
    ---
    Your
    Schedule
    ##
    1. Click on My Schedule from the main menu
    2. You'll seeSet your shiftsavailability
    displayed
    in
    Use a**My calendarAvailability** orto list view

    Step 2: Understanding Your Shift Details

    Each shift shows:

    • Date and Day
    • Start Time (when your shift begins)
    • End Time (when your shift ends)
    • Shift Name (e.g., Morning Shift, Evening Shift)
    • Role (your position for this shift)
    • Status (Draft, Published, or Approved)

    Different Views

    • Weekly View: See all your shifts for the week with total hours
    • Monthly View: See shifts across the entire month
    • Hourly View: See detailed breakdown by hour

    🕐 Setting Your Availability

    Your availability tellstell managers when you prefer to work orand when you'reyou are unavailable.


    📊

    Approved Seeunavailability is used when shifts are assigned, claimed, or traded. Submit it before the Availabilityschedule Processis Flowchartbuilt abovefor the week.

    ### Status meanings

    | Status | Meaning |
    |---|---|
    | Draft | Saved only. Not sent for review. |
    | Pending | Submitted. Waiting for a visualmanager guide!

    decision.
    |

    Step
    | 1:Approved Go| Accepted. Used for scheduling. |
    | Rejected | Declined. Update and submit again if needed. |

    ### Preferred vs unavailable

    | Type | Use it when |
    |---|---|
    | Preferred | You want to work these times |
    | Unavailable | You cannot work these times |

    Availability Settings

    is
      a
    1. Navigatestanding topreference. For a specific day off with leave balance, use **Apply Leave** instead.

    ### Steps

    1. Open **My AvailabilityAvailability**.
  • Click Set Availability

    • Step 2:
    2. Choose Your Days

    1. Select the day(s)day of the weekweek.
    (Monday
    3. through Sunday)
  • You can set different availability for each day

    • Step 3: Set Your Time Preferences

    1. If you're available:

      • Choose "Available"
        • **Preferred**
      • Selector your**Unavailable**.
    4. Enter the start and end timestime,
  • Example:or Available Monday 9:00 AM - 5:00 PM

  • If you're unavailable:

    • Choose "Unavailable"
    • Selectmark the timewhole rangeday.
    • you
    5. cannotAdd worka
  • Example:note Unavailableif Wednesdayyour 2:00property PMuses -notes.
    • 6:00 PM

    Step 4:
    6. Save and Submit

    1. Click Save to save your availability as adraft.
    draft
    7.
  • ClickWhen Submitready, for Approval to sendsubmit it to your manager
    • manager.

    ```mermaid

    💡

    flowchart Tip:LR
    You
        A[Save draft] --> B[Submit to manager]
        B --> C{Manager decision}
        C -->|Approve| D[Used for scheduling]
        C -->|Reject| E[Update and resubmit]
    ```

    ### Tips

    - Submit early in the planning cycle.
    - Be specific about times.
    - If rejected, ask what window would work, then resubmit.

    ---

    ## View your schedule

    ### My Schedule

    1. Open **Weekly Shifts**.
    2. Select **My Schedule**.
    3. Review each shift: date, start time, end time, shift name, and role.

    Where enabled, you can setalso see total hours and forecasted wages.

    My Schedule shows approved shifts. Draft planning on the manager board is not shown until the schedule is released and confirmed.

    If a shift is missing after your availabilitymanager said it was ready, confirm it was **approved**, then refresh or ask your manager.

    ### Team Schedule

    Open **Team Schedule** to see who else is working on days you are also scheduled. Use this for thehandovers, wholecoverage day by selecting "Whole Day Available"awareness, or "Wholefinding Day Unavailable"

    Step 5: Waitsomeone for Approval

    a
      trade.
  • Your
    manager
    ### will receiveIf your availabilityschedule request
    • changes
  • You'll
    You may get aan email or in-app notification when it'sa approvedschedule is published or rejected
  • Approved availability is shown in green
  • Rejected availability is shown in red

    • 🌴 Applying for Leave

    📊 See the Leave Application Flowchart above for a visual guide!

    Step 1: Go to Leave Application

    1. Navigate to Apply Leave
    2. Click New Leave Request

    Step 2: Check Your Leave Balance

    Before applying, check your available balance:

    The system shows how many days you have remaining for each type.

    Step 3: Fill Out Leave Details

    1. Select Leave Type (Paid, Sick, or Unpaid)
    2. Choose Date(s): Click on the calendar to select one or multiple days
    3. Enter Reason: Briefly explain why you need leave
    4. Review Balance: Make sure you have enough leave balance

    Step 4: Submit Application

    1. Click Submit Leave Application
    2. The system will check for any conflicts:
      • ❌ If you haveapproved, a shift assignedchanges, on that day, you cannot apply for leave
      • ❌ If it'sor a blackoutclaim dayor (busytrade period),is leavedecided.
    may
    ---

    ## Claim an open shift

    An **open shift** is a published shift not be allowed
  • ❌ If you've exceeded monthly limits

    • Step 5: Track Your Request

    You'll receive email and in-app notifications about your leave status.

    ⚠️ Important: You cannot apply for leave if you already have an approved shift on that day. Cancel your shift first.

    🎯 Claiming Open Shifts

    Open shifts are available shifts that haven't beenyet assigned to anyonea yet.person. YouStaff can claim themit; ifa you'remanager available!

    must
    approve.

    📊
    See

    ### Before you claim

    Check that the Opentime Shiftfits Claimingyour Flowchartweek, abovethe role matches work you can do, the shift does not overlap another shift, and you are not marked unavailable for athat visualwindow.
    guide!


    Step 1: View Open Shifts

    1. Go to Team Schedule or Available Shifts
    2. Look for shifts labeled "Open Shift"

    Step 2: Review Shift Details

    Check the:

    Step 3: Claim the Shift

    1. Click on the open shift
    2. Click Claim This Shift
    3. Confirm your claim request

    Step 4: Wait for Approval

    💡 Tip:

    Only claim shifts you can definitelywork.
    work.
    Claiming
    ### Steps

    1. Open **Weekly Shifts** → **Open Shifts**.
    2. Open the shift you want.
    3. Review the details.
    4. Submit **Claim**.
    5. Wait for manager approval.

    ```mermaid
    flowchart LR
        A[Submit claim] --> B[Manager notified]
        B --> C{Approve or reject}
        C -->|Approve| D[Appears on My Schedule]
        C -->|Reject| E[Stays open for others]
    ```

    ### Common issues

    | Problem | Likely cause |
    |---|---|
    | Claim fails | Overlap or approved unavailability |
    | Claim stays pending | Manager has not reviewed yet |
    | Shift never appears | Claim rejected, or view needs refresh |

    ---

    ## Trade a shift

    Use **Trade Shift** when you cannot work an assigned shift and thenneed cancelingcoverage createsthrough schedulingthe issues.

    system.

    📊
    | ViewingType Your| WorkWhat Hours

    it
      does
    1. Navigate|
    |---|---|
    | Swap | Exchange your shift with another employee’s approved shift |
    | Drop to MyOpen Schedule|
  • SelectRelease your shift so it can become an open shift |

    • Trades may be limited by your employee group (**Trade Shift Count**). If you reach the datelimit, range (week or month)
  • You'll see:

    • This helps you track your expected earningswait for the paynext period.

    period
    or

    Forask Managers

    your

    👥manager.

    Creating
    and
    ### AssigningSwap Shiftsa
    shift

    📊
    See

    1. Open the Schedule Creation Flowchart above for a visual guide!

    Step 1: Access Schedule Management

    1. Go to Team Schedule or Manage Schedules
    2. Select the date rangeshift you want to trade.
    2. Start **Trade Shift** and choose **Swap**.
    3. Review suggested coworkers and shifts.
    4. Send the request.
    5. Wait for the other employee to accept.
    6. Wait for the manager to approve.

    Until both approve, treat the original shift as your responsibility unless your manager says otherwise.

    ```mermaid
    flowchart LR
        A[Request swap] --> B{Peer accepts?}
        B -->|No| C[Trade ends]
        B -->|Yes| D{Manager approves?}
        D -->|No| E[Trade cleared]
        D -->|Yes| F[Shifts exchanged]
    ```

    ### Drop a shift to Open

    1. Open the shift you want to release.
    2. Start **Trade Shift** and choose **Drop to Open**.
    3. Submit the request.
    4. Wait for manager approval.

    If approved, coverage continues through the open-shift path. If rejected, the trade is cleared.

    ### Trade statuses

    | Status | Meaning |
    |---|---|
    | Pending peer approval | Waiting on the other employee |
    | Accepted by employee | Waiting on manager |
    | Rejected by employee | Peer declined |
    | Approved by manager | Trade completed |
    | Rejected by manager | Trade declined |

    ---

    ## Request leave

    Use **Apply Leave** for specific time off. Leave is separate from availability.

    | Use | When |
    |---|---|
    | My Availability → Unavailable | Standing preference |
    | Apply Leave | Specific dates with leave balance |

    ### Before you apply

    Check your leave balance, whether you already have a shift on those dates, and whether the dates are blackout days.

    If you already have a shift that day, resolve it with your manager before leave can usually be submitted.

    ### Steps

    1. Open **Apply Leave**.
    2. Start a new leave request.
    3. Choose the leave type and dates.
    4. Enter a short reason.
    5. Confirm your remaining balance.
    6. Submit.

    The system checks balance, existing shifts, blackout days, and daily leave limits.

    | Status | Meaning |
    |---|---|
    | Pending | Waiting for manager decision |
    | Approved | Time off confirmed |
    | Rejected | Request declined |

    ```mermaid
    flowchart LR
        A[Submit leave] --> B{Checks pass?}
        B -->|No| C[Fix conflict or balance]
        B -->|Yes| D[Manager reviews]
        D -->|Approve| E[Leave blocks new shifts]
        D -->|Reject| F[Request closed]
    ```

    ---

    ## Review team availability

    Managers use **Team Availability** to approve or reject what staff submitted in **My Availability**.

    1. Open **Team Availability**.
    2. Open a pending request.
    3. Review preferred and unavailable windows.
    4. Approve or reject.
    5. If you reject, add a short note explaining what to change.

    Approve early so the scheduling board reflects real constraints. Prefer a quick conversation for recurring conflicts instead of repeated rejections.

    ---

    ## Build the schedule

    Step
    **Employee 2:Schedule** is the scheduling board. Managers use it to create shifts, assign people, leave shifts open, and check coverage before publishing.

    ### Create a Newshift
    Shift


      1.
    1. ClickOpen **Employee Schedule** and choose the week.
      2. 2. Add Shifta or clickshift on a date in the calendartarget
    2. date.
      3. 3. Fill in shift details:
      4. Review conflict warnings.
      5. Save.

      Saved planning work stays in **Draft** until you publish.

      ### What the shiftboard occurschecks
    3. Start
      Time      :
      | WhenCheck | Typical result |
      |---|---|
      | Overlapping shifts | Blocked |
      | Pending or approved leave | Blocked |
      | Approved unavailability | Warning or block |
      | Past dates | Blocked |

      Use **force add** only when coverage truly requires it, and tell the employee.

      ### Useful tools

      | Tool | Use it to |
      |---|---|
      | Open shifts | Post coverage for staff to claim |
      | Copy from past week | Start from a previous week, then fix conflicts |
      | Forecasts | Check hours, wage cost, and staffing gaps |
      | Shift master | Reuse standard shift begins
      4. names
    4. Endand Time:times When|
      ### Suggested build order

      1. Confirm approved availability and leave.
      2. Place required coverage first.
      3. Fill remaining shifts.
      4. Use open shifts for flexible gaps.
      5. Review forecasts.
      6. Publish, then approve.

      ---

      ## Publish and approve

      ```mermaid
      flowchart LR
          A[Draft] --> B[Published]
          B --> C[Approved]
          C --> D[Unpublished back to Draft]
      ```

      | Status | Staff visibility | Manager intent |
      |---|---|---|
      | Draft | Hidden | Still planning |
      | Published | Visible per your process | Released, still adjustable |
      | Approved | Confirmed on My Schedule | Final for the shiftperiod ends
      5. |
    5. Shift
      | Template:Unpublished Choose| fromHidden predefinedagain shifts| (Morning, Evening, Night)
    6. Role: What position they'll work
    7. Notes: Any special instructions

    Step 3: CheckReturned for Conflicts

    major

    Theedits system| automatically
    checks:

    ###
  • ✅
    No overlapping shifts: Employee doesn't have another shift at the same time
  • ✅ No leave conflicts: Employee hasn't applied for leave on this day
  • ✅ Availability warning: You'll see if the employee marked themselves unavailable

    • ⚠️ Force Add Option: If an employee is marked unavailable but you still need to assign them, you can force add the shift. They'll be notified.

    Step 4: Save as Draft

    📢 Publishing Schedules

    Employees can only see shifts after you publish them.

    Step 1:
    1. Review Draft Shifts

    1. Go to Manage Schedules
    2. View all draft shifts for the selectedrange. period
      3. 2.
    3. MakeFix anyconflicts finaland changes
      4. coverage
    gaps.

    Step
    3. 2:Choose Publish**Publish** Shifts

    and
      confirm.
    1. Select
      the
      ### dateApprove
      range

    2. Click
      1. PublishReview Schedule
    3. Confirm publication

    What happens:

    ✅ Approving Schedules

    Published shifts need final approval before they're locked in.

    Step 1: Review Published Shifts

    1. Go to Manage Schedules
    2. Filter by "Published" status
    3. Review all shifts in the date range

    Step 2: Approve Schedules

    1. Select the date range
    2. Click Approve Schedule
    3. Confirm approval

    What happens:

    💡 Tip: Only approve schedules when you're certain.

    Approved shifts shouldare rarelywhat change.

    staff
    work

    🔄from. UnpublishingAvoid Schedules

    frequent

    changes after this step.

    ### Unpublish

    If the approved week needs large changes, unpublish, edit as draft, then publish and approve again. Tell the team when you needdo tothis.
    make
    significant
    **Publish** changes to a published schedule:

    1. Selectreleases the publishedplan. date**Approve** range
      2. confirms
    2. Clickit Unpublishfor Schedule
      3. staff.
    3. ConfirmDo unpublishing
      4. not
    treat

    Whatpublish happens:

    as

    👍 Reviewing Employee Availability

    Step 1: Access Availability Requests

    1. Go to Team Availability
    2. You'll see all submitted availability requests

    Step 2: Review Each Request

    For each employee's availability:

    approval

    Stepfirst.

    3:
    Approve
    ---
    or
    Reject
    ##
    1. Click on the availability request
    2. Choose:
      • Approve: Accept their availability preferences
      • Reject: Decline (they'll need to discuss with you)
    3. Add notes if needed

    Notification:

    💡 Best Practice: Communicate with employees about rejected availability to find a solution.

    📝 Managing Leave Requests

    Step 1: View Leave Requests

    1. Navigate to Leave Management
    2. Filter by:
      • Pending: Awaiting your decision
      • Approved: Already approved
      • Rejected: Previously declined

    Step 2: Review Each Request

    For each leave application, check:

    dates
  • Leave
    ### typeShift andstatuses
    reason

  • Their
    | remainingStatus leave| balance
    • Meaning
  • Currentfor schedulestaff conflicts
    • | Meaning

    Thefor systemmanagers shows| warnings

    |---|---|---|
    if:

    |
    | Published | May be visible | Still editable |
    | Approved | Confirmed shift on| thatFinalized day|
  • ❌
    | TooUnpublished many| people already on leave
  • ❌ Insufficient leave balance

    • Step 3: Make Your Decision

    To Approve:

    1. Click Approve
    2. Confirm approval
    3. Employee receives confirmation email

    To Reject:

    1. Click Reject
    2. Add a reason (helps employee understand)
    3. Employee receives rejection email

    ⚠️ Important: Once approved, leave should rarely be revoked. Employees plan around approved leave.

    📊 Viewing Team Forecasts

    Track your team's hours and costs.

    Step 1: Access Forecasts

    1. Go to Team Schedule
    2. Select the date range
    3. Enable forecast view

    Step 2: View Overall Forecast

    You'll see totals for the selected period:

    Step 3: View Daily/Hourly Breakdown

    💡 Use This For: Budget planning, identifying gaps in coverage, optimizing labor costs

    🎯 Managing Open Shift Claims

    When employees claim open shifts, you need to approve them.

    Step 1: View Claim Requests

    1. Go to Open Shifts or Claim Requests
    2. See all pending claims

    Step 2: Review Each Claim

    For each request:

    Step 3: Approve or Reject

    1. Approve: Employee is assigned the shift, receives confirmation
    2. Reject: Shift remains open for others to claim

    📋 Using Shift Templates

    Save time by creating reusable shift templates.

    Step 1: Create Templates

    1. Go to Shift Master or Shift Templates
    2. Click Add New Shift Template
    3. Define:

    Step 2: Use Templates

    When creating shifts:

    1. Instead of entering times manually
    2. Select from your templates
    3. Times auto-fill (you can still adjust)

    💡 Common Templates: Morning Shift, Afternoon Shift, Night Shift, Weekend Shift

    Understanding Schedule Status

    📊 Shift Status Indicators

    |
    |---|---|
    |
    StatusWhat It MeansFor EmployeesFor Managers
    Draft 📝Shift is being plannedNot visible to youCan edit freely
    Published 📢Schedule is releasedYou can see itCan still edit
    Approved ✅Schedule is finalConfirmed shiftLocked in
    Unpublished 🔙Schedule was retractedNo longer visible | Back in planning |
    ### Availability statuses

    | Status | Meaning |
    |---|---|
    | Draft | Not submitted |
    | Pending | Waiting on manager |
    | Approved | Active for scheduling rules |
    | Rejected | Not accepted |

    ### Notifications

    | Event | Usually sent to draft
    Availability

    🎨submitted Color| Coding

    Manager

    Different| shift

    | typesAvailability may have different colors:

    |

    (ColorsEmployee are|

    customizable by your administrator)

    Notifications & Alerts

    📧 Email Notifications

    You'll receive emails for:

    |

    🔔Manager In-App| Notifications

    |

    Real-timeOpen alertsshift appearclaim inapproved the| appEmployee for:

    |

    ⚙️ Notification Settings

    Customize your preferences:

    1. Go to Settings or Preferences
    2. Select Notifications
    3. Choose what you want to be notified about
    4. Select delivery method (Email, App, SMS if available)

    Frequently Asked Questions

    General Questions

    Q:

    **How far in advanceahead will I see my schedule?**  A:
    This depends on your manager's scheduling practices. Typically, schedules are published 1-2 weeks in advance.

    Q: Can I trade shifts with coworkers? A: This depends on your company's policy. Check with

    When your manager aboutpublishes theand shiftapproves swapit. process.

    Many

    Q:properties aim for one to two weeks ahead.


    **What if I can'tcannot work a scheduledshift?**  shift?
    A: Contact
    Tell your manager asquickly. soonUse as**Trade possible.Shift** Youor mayleave needaccording to findyour coverageproperty orpolicy.
    request
    leave.

    For Employees

    Q:

    **Why can'can’t I apply for leave on a specificdate?**  date?
    A:
    Common reasons:

  • Monthly
    leave limit reached

    • Q:

    **My availability request was rejected. What now?**  A:
    Talk
    Ask what to yourchange, managerupdate to**My understand whyAvailability**, and worksubmit outagain.
    a
    solution that works for both.

    Q:

    **Can I claim multiplemore than one open shifts?shift?**  A:
    Yes, asif longthe asshifts theydo don'tnot overlap with your existing schedule.

    Q: How do I know if my claim was approved? A: You'll receive a notification and email.pass Theavailability shiftchecks.

    will
    appear
    **What on your schedule if approved.

    Q: What'sis the difference between "unavailable"unavailable and "requestingleave?**  leave"?

    A:

    Unavailable
      is
    • Unavailable:a Standingstanding preferencepreference. (e.g.,Leave "Iis prefer not to work Sundays")
    • Leave: Specificdated time off requestwith balance and approval.

    **Publish vs approve — what is the difference?**  
    Publish releases the plan. Approve confirms it for astaff.
    particular
    date

    Q: Can I see how much I'll earn this pay period? A: Yes! View your schedule and it will show forecasted wages based on your hourly rate.

    For Managers

    Q: What happens if I delete an approved shift? A: The employee will be notified. Use this carefully as it affects their expected income.

    Q:

    **Can I assign ansomeone who already has approved leave?**  
    Normally no. The system blocks that conflict.

    **An employee whois hasmissing leave approved? A: No, the system prevents this to avoid conflicts.

    Q: What's the difference between publishing and approving? A:

    • Publishing: Makes schedule visible to employees (still editable)
    • Approving: Finalizes and confirms the schedule (locked)

    Q: How do I handle overstaffing/understaffing? A: Use the hourly forecast view to see staffing levels throughout the day. Adjust shifts accordingly.

    Q: Can I copy last week's schedule? A: Yes! Use the "Copy From Past Week" feature to duplicate a previous schedule.

    Q: What if an employee isn't showing up infrom my list?board.**  A:

    They may be:

    • In a different branch
    • Notbe in another branch, outside your managementhierarchy, hierarchy
      • inactive,
    • Markedor as inactive
    • Not assignedmissing a schedulable role
      • role.

    Q:

    **How do I create an open shift?**  A:
    When creating
    Create a shift, selectassign "Open**Open**, Shift"then aspublish so staff can claim it.

    **A trade failed with a weekly limit message.**  
    The employee’s group trade limit for the employee instead of a specific person.

    Leave Management

    Q: What's a blackout day? A: Dates when leave requests aren't allowed due to business needs (e.g., holiday rush, major events).

    Q: Howperiod is leaveused up.


    ---

    ## Getting help

    | Issue type | Contact |
    |---|---|
    | Coverage, trades, schedule conflicts | Your manager |
    | Leave policy or balance calculated?| A:HR Based on your employee group's annual allocation minus leaves already taken this year.

    Q: What's the monthly leave limit? A: Prevents all leave being used at once. Limits how many days per month you can take per leave type.

    Q: Can I cancel approved leave? A: Contact your manager. They can update the status in the system.

    Tips for Success

    For Employees ✨

    1. Set your availability early: Helps managers plan better and gives you shifts you prefer
    2. Check your schedule regularly: Respond quickly to any changes
    3. Plan leave in advance: Better chance of approval
    4. Keep the app notifications on: Stay informed about schedule updates
    5. Communicate withor your manager: If|
    | Login or technical errors | IT support |

    When you have scheduling conflicts or concerns

    For Managers 🎯

    1. Publish schedules consistently: Employees appreciate predictability
    2. Respect approved availability: It builds trust with your team
    3. Use forecasts: Avoid overstaffing (high costs) or understaffing (poor service)
    4. Respond to requests promptly: Don't leave employees waiting
    5. Communicate changes: If you must change an approved schedule, explain why
    6. Use shift templates: Saves time on repetitive scheduling
    7. Plan for busy periods: Schedule extra staff during known rush times

    Getting Help

    Need Assistance?

    1. Contact Your Manager: For scheduling questions or conflicts
    2. HR Department: For leave policies or system access issues
    3. IT Support: For technical problems or login issues
    4. User Guide: Refer back to this guide for step-by-step instructions

    Reporting Issues

    If you encounterreport a problem:

    problem,
    1. Noteinclude the date,screen name, date and time, and what you weretried, trying to do
    2. Takeand a screenshot if possible
    3. Report to your manager or IT support
    4. Includeof any errorerror.
    messages
    you saw

    Quick Reference Guide

    Common Actions

    I Want To...EmployeeManager
    See my scheduleMy ScheduleTeam Schedule
    Set when I can workMy AvailabilityTeam Availability
    Request time offApply LeaveLeave Management
    Claim an open shiftAvailable ShiftsOpen Shifts
    See my hours/payMy Schedule (View Hours)Team Forecast
    Get notificationsSettings → NotificationsSettings → Notifications

    Status Meanings

    Icon/StatusMeaning
    📝 DraftNot visible to employees yet
    📢 PublishedVisible but not final
    ✅ ApprovedConfirmed and locked
    ⏳ PendingWaiting for approval
    ✅ ApprovedRequest was accepted
    ❌ RejectedRequest was declined

    Conclusion

    The Employee Scheduling System makes managing work schedules simple and transparent. By following this guide, you can:

    • ✅ Stay on top of your work schedule
    • ✅ Communicate your availability
    • ✅ Plan your time off effectively
    • ✅ Find additional work opportunities
    • ✅ Track your hours and earnings

    Remember: Communication is key! If you have questions or concerns, don't hesitate to reach out to your manager.

    Happy scheduling! 🎉

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