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Employee Scheduling System - User Guide

#

Employee Scheduling


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


What you see in the menu depends on your role. If a screen from this guide is missing, ask your manager or administrator to check your access.


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Where to start


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If you want to… Open
Set preferred or unavailable times My Availability**Availability
See your shifts Weekly Shifts**Shifts → My Schedule
Pick up extra work Weekly Shifts**Shifts → Open Shifts
See who works with you Weekly Shifts**Shifts → Team Schedule
Swap or drop a shift Trade Shift**Shift
Request time off Apply Leave**Leave
Build the week for your team Employee Schedule**Schedule
Approve availability requests Team Availability**Availability

##

How the week usually runs


```mermaid
flowchart LR
  A[Set availability] --> B[Manager builds schedule]
  B --> C[Publish]
  C --> D[Approve]
  D --> E[Staff use My Schedule]
  E --> F[Claim, trade, or leave if plans change]
```
    1.
  1. Staff submit availability (and leave when needed).
    2. 2.
  2. Managers build the week on the scheduling board.
    3. 3.
  3. Managers publish, then approve, so shifts become confirmed.
    4. 4.
  4. Staff use Weekly Shifts for day-to-day work, claims, and trades.

---

##

Who uses what


Employees

### Employees

You can:


    -
  • Set **My Availability**
    • Availability
    -
  • View **Weekly Shifts**Shifts (My Schedule, Open Shifts, Team Schedule)
    • -
  • Request a **Trade Shift**
    • Shift
    - **
  • Apply Leave**
    • Leave
    -
  • Receive notifications when schedules, claims, availability, or trades change

You typically see confirmed (approved) shifts on My Schedule, not draft planning work.


Managers

### Managers

You can do everything an employee can, plus:


    -
  • Review and decide **Team Availability**
    • Availability
    -
  • Build the week on **Employee Schedule**
    • Schedule
    -
  • Publish and approve schedules
    • -
  • Approve open-shift claims and trade requests
    • -
  • Review team hour and wage forecasts
    • -
  • Approve or reject leave that affects coverage

Managers usually only see employees they are allowed to schedule (roles with **Can Schedule**Schedule).


Administrators

### Administrators

Administrators can configure Shift master times, scheduling settings (such as blackout days and leave limits), employee groups (including trade limits), and broader team access.


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Set your availability


Use **My Availability**Availability to tell managers when you prefer to work and when you are unavailable.


Approved unavailability is used when shifts are assigned, claimed, or traded. Submit it before the schedule is built for the week.


###

Status meanings


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Status Meaning
Draft Saved only. Not sent for review.
Pending Submitted. Waiting for a manager decision.
Approved Accepted. Used for scheduling.
Rejected Declined. Update and submit again if needed.

Preferred vs unavailable


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

Availability is a standing preference. For a specific day off with leave balance, use **Apply Leave**Leave instead.


Steps

###
    Steps

1.
  • Open **My Availability**Availability.
    • 2.
  • Choose the day of the week.
    • 3.
  • Choose **Preferred**Preferred or **Unavailable**Unavailable.
    • 4.
  • Enter the start and end time, or mark the whole day.
    • 5.
  • Add a note if your property uses notes.
    • 6.
  • Save as draft.
    • 7.
  • When ready, submit it to your manager.

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

    Tips

    ###
      Tips

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

    Where enabled, you can also 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 manager said it was ready, confirm it was **approved**approved, then refresh or ask your manager.


    ###

    Team Schedule


    Open **Team Schedule**Schedule to see who else is working on days you are also scheduled. Use this for handovers, coverage awareness, or finding someone for a trade.


    ###

    If your schedule changes


    You may get an email or in-app notification when a schedule is published or approved, a shift changes, or a claim or trade is decided.


    ---

    ##

    Claim an open shift


    An **open shift**shift is a published shift not yet assigned to a person. Staff can claim it; a manager must approve.


    ###

    Before you claim


    Check that the time fits your week, the role matches work you can do, the shift does not overlap another shift, and you are not marked unavailable for that window.


    Only claim shifts you can work.


    Steps

    ###
      Steps

    1.
  • Open **Weekly Shifts**Shifts → **Open Shifts**Shifts.
    • 2.
  • Open the shift you want.
    • 3.
  • Review the details.
    • 4.
  • Submit **Claim**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


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    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**Shift when you cannot work an assigned shift and need coverage through the system.


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    Type What it does
    Swap Exchange your shift with another employee’s approved shift
    Drop to Open Release your shift so it can become an open shift

    Trades may be limited by your employee group (**Trade Shift Count**Count). If you reach the limit, wait for the next period or ask your manager.


    ###

    Swap a shift


      1.
    1. Open the shift you want to trade.
      2. 2.
    2. Start **Trade Shift**Shift and choose **Swap**Swap.
      3. 3.
    3. Review suggested coworkers and shifts.
      4. 4.
    4. Send the request.
      5. 5.
    5. Wait for the other employee to accept.
      6. 6.
    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.
    1. Open the shift you want to release.
      2. 2.
    2. Start **Trade Shift**Shift and choose **Drop to Open**Open.
      3. 3.
    3. Submit the request.
      4. 4.
    4. Wait for manager approval.

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


    ###

    Trade statuses


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


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    ###
    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

    ###
      Steps

    1.
  • Open **Apply Leave**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.
    • Submit.

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


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    ```mermaid
    Status Meaning
    Pending Waiting for manager decision
    Approved Time off confirmed
    Rejected Request declined 
    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]
    ```
    ---

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    Review team availability


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


      1.
    1. Open **Team Availability**Availability.
      2. 2.
    2. Open a pending request.
      3. 3.
    3. Review preferred and unavailable windows.
      4. 4.
    4. Approve or reject.
      5. 5.
    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


    **

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


    ###

    Create a shift


      1.
    1. Open **Employee Schedule**Schedule and choose the week.
      2. 2.
    2. Add a shift on the target date.
      3. 3.
    3. Fill in employee (or **Open**Open), start and end time, role, and notes.
      4. 4.
    4. Review conflict warnings.
      5. 5.
    5. Save.
      6. Save.

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


    ###

    What the board checks


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    |Blocked|
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    |Blocked|
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    |Blocked|
    Check Typical result
    Overlapping shifts Blocked
    Pending or approved leave Blocked
    Approved unavailability Warning or block
    Past dates Blocked

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


    ###

    Useful tools


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    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 names and times

    Suggested build order


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

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    ##

    Publish and approve


    ```mermaid
    flowchart LR
      A[Draft] --> B[Published]
      B --> C[Approved]
      C --> D[Unpublished back to Draft]
    ```
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    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 period
    Unpublished Hidden again Returned for major edits

    Publish


      1.
    1. Review all draft shifts for the range.
      2. 2.
    2. Fix conflicts and coverage gaps.
      3. 3.
    3. Choose **Publish**Publish and confirm.

    ###

    Approve

    Approve

      1.
    1. Review published shifts once more.
      2. 2.
    2. Choose **Approve**Approve and confirm.

    Approved shifts are what staff work from. Avoid frequent changes after this step.


    Unpublish

    ### Unpublish

    If the approved week needs large changes, unpublish, edit as draft, then publish and approve again. Tell the team when you do this.


    **Publish**

    Publish releases the plan. **Approve**Approve confirms it for staff. Do not treat publish as the final step if your property expects approval first.


    ---

    ##

    Statuses and notifications


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    Shift statuses


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    Status Meaning for staff Meaning for managers
    Draft Not shown Freely editable
    Published May be visible Still editable
    Approved Confirmed shift Finalized
    Unpublished No longer visible Back in planning

    Availability statuses


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

    Notifications


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    Event Usually sent to
    Availability submitted Manager
    Availability approved or rejected Employee
    Schedule published or approved Staff / managers
    Open shift claim submitted Manager
    Open shift claim approved Employee
    Trade shift update Employees involved and manager

    ##

    FAQ

    FAQ

    **

    How far ahead will I see my schedule?**

    When your manager publishes and approves it. Many properties aim for one to two weeks ahead.


    **

    What if I cannot work a shift?**

    Tell your manager quickly. Use **Trade Shift**Shift or leave according to your property policy.


    **

    Why can’t I apply for leave on a date?**

    Common reasons: an existing shift that day, a blackout date, low balance, or the daily leave limit.


    **

    My availability was rejected. What now?**

    Ask what to change, update **My Availability**Availability, and submit again.


    **

    Can I claim more than one open shift?**

    Yes, if the shifts do not overlap and pass availability checks.


    **

    What is the difference between unavailable and leave?**

    Unavailable is a standing preference. Leave is dated time off with balance and approval.


    **

    Publish vs approve — what is the difference?**

    Publish releases the plan. Approve confirms it for staff.


    **

    Can I assign someone who already has approved leave?**

    Normally no. The system blocks that conflict.


    **

    An employee is missing from my board.**

    They may be in another branch, outside your hierarchy, inactive, or missing a schedulable role.


    **

    How do I create an open shift?**

    Create a shift, assign **Open**Open, then publish so staff can claim it.


    **

    A trade failed with a weekly limit message.**

    The employee’s group trade limit for the period is used up.


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    Getting help


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    Issue type Contact
    Coverage, trades, schedule conflicts Your manager
    Leave policy or balance HR or your manager
    Login or technical errors IT support

    When you report a problem, include the screen name, date and time, what you tried, and a screenshot of any error.


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