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Employee Scheduling System - User Guide

Employee Scheduling User Guide

Audience: Property team members and managers (United States)
Product: SpendWell PMS — Employee Scheduling

This guide explainswalks howyou tothrough setday-to-day availability,scheduling viewwork: setting when you can work, reading your week, claimpicking up open shifts, trading shifts, requesting time off, and—for managers—building and trade shifts, request leave, and—if you are a manager—build and releasereleasing the team schedule.

WhatAbout screenshots in this guide
Wherever you see inAdd screenshot here, insert a clear screen capture from your live system. Crop to the menurelevant dependspanel, onuse English UI text, and prefer daytime sample data (no real guest or payroll-sensitive details). Suggested file names are included so your role.BookStack Ifmedia library stays organized.

About process diagrams
BookStack often does not render Mermaid charts. This guide uses plain text process flows that always display. You can also replace any process flow with a screenflowchart fromimage thisif guideyou isprefer missing,a askgraphic yourversion.

manager or administrator to check your access.

Where1. toGetting startstarted

1.1 What Employee Scheduling is for

Employee Scheduling helps your property:

  • Plan who works which days and times
  • Respect team availability and approved time off
  • Give employees a clear view of confirmed shifts
  • Fill gaps with open shifts and shift trades
  • Track planned hours and estimated labor cost before the week is locked

1.2 Sign in and open Scheduling

  1. Sign in with your company username and password.
  2. From the main menu, open Scheduling (wording may vary slightly by property).
  3. Choose the screen for your task (see the quick map below).

Add screenshot here: Main menu with Scheduling highlighted.
Suggested file name: 01-main-menu-scheduling.png

1.3 Quick map — where do I go?

If youI want to… OpenGo to
SetTell preferredmy ormanager unavailablewhen timesI prefer to work / cannot work My Availability
See yourmy confirmed shifts for the week Weekly Shifts → My Schedule
Pick up extraan workunassigned shift Weekly Shifts → Open Shifts
See who workselse withis youworking on my days Weekly Shifts → Team Schedule
Swap a shift or drop a shift so someone else can take it Trade Shift
Request paid, sick, or unpaid time off Apply Leave
Build or edit the team week for your team Employee Schedule
Approve or reject availability requests Team Availability
Set standard shift names and times (admin/manager)Shift

If

a menu item from this list is missing, your role does not include that right. Ask your manager or administrator.

1.4 How thea typical week usuallyworks runs

(process flow) 
flowchartEmployee LRsets A[Setavailability
        availability]|
        -->v
B[Manager reviews Team Availability
        |
        v
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. Staff submit availability (and leave when needed).
  2. Managers build the week on theEmployee schedulingSchedule board.
    3. (Draft)
  3. Managers| publish,v thenManager approve,Publishes so---> Manager Approves | v Employees see shifts become confirmed.
  4. Staff useon Weekly Shifts → My Schedule | +---> Claim Open Shifts (needs manager approval) +---> Trade Shift (peer + manager, when required) +---> Apply Leave for day-specific dates

    Add screenshot here (optional flowchart graphic): Same flow as a simple left-to-dayright work,diagram claims,if andyou trades.

    5. want
a
visual

Whofor usesleadership what

training.
Suggested file name: 01-week-overview-flowchart.png

Employees1.5 Roles at a glance

YouTeam members (employees) usually can:

  • SetMaintain My Availability
  • View Weekly Shifts (My Schedule, Open Shifts, Team Schedule)
  • Request a Trade Shift
  • Apply Leavefor leave / time off
  • Receive notificationsemail whenand schedules,in-app claims,alerts availability,for orschedule trades changechanges

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

Managers

You can do everythingthe an employee can,above, plus:

  • Review and decide Team Availability
  • Build the weekschedule on the Employee Schedule board
  • Publish and approve schedules(and unpublish when needed)
  • Approve open-shift claims and trade requests
  • Review team hour and wage forecasts
  • Approve or reject leave that affects coverage

Administrators typically configure Shift templates/master records, scheduling settings (blackout dates, leave limits, labor-related settings), employee groups (including how many trades are allowed), and broader access across teams or properties.

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

2. My Availability (employees)

Administrators2.1 Why availability matters

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

Set your availability

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

Once Approved, unavailabilityunavailable iswindows are used when shiftsthe system checks shift assignment, open-shift claims, and trade suggestions. Submit availability before your manager builds the week—late updates are assigned, claimed, or traded. Submit it before the schedule is built for the week.

Status meanings

StatusMeaning
DraftSaved only. Not sent for review.
PendingSubmitted. Waiting for a manager decision.
ApprovedAccepted. Used for scheduling.
RejectedDeclined. Update and submit again if needed.

Preferred vs unavailable

TypeUse it when
PreferredYou wantharder to work these times
UnavailableYou cannot work these times
honor.

Availability is a standing preference.preference (for example, “I prefer not to work Sunday evenings”).
For a specific day off withthat uses leave balance, use Apply Leave instead.

Steps2.2 Status meanings

StatusWhat it means for you
DraftSaved on your side only. Manager has not been asked to review.
PendingSubmitted. Waiting for manager approval.
ApprovedAccepted. Scheduling rules can use these times.
RejectedDeclined. Update the times and submit again after you talk with your manager.

Approved entries are often shown in green; rejected in red; pending in yellow/amber (exact colors depend on your property theme).

2.3 Preferred vs Unavailable

TypeChoose this when…Example
PreferredYou want to work these timesMonday 9:00 AM – 5:00 PM
UnavailableYou cannot work these timesWednesday 2:00 PM – 6:00 PM (class / appointment)

You can also mark a whole day as preferred or unavailable when your property supports that option.

2.4 Step-by-step: set availability

  1. Open My Availability.
  2. ChooseSelect the dayweekday of(Monday thethrough week.Sunday). You can set different windows per day.
  3. Choose Preferred or Unavailable.
  4. Enter theStart starttime and endEnd time,time, or markselect thewhole-day wholepreferred day./ whole-day unavailable.
  5. Add a short note if your property uses notes.notes (for example, “school pickup”).
  6. Click Save. asThe draft.record stays in Draft so you can edit freely.
  7. When ready,the submitweek itlooks tocorrect, yourclick manager.Submit / Notify Manager so the status becomes Pending.

Add screenshot here: My Availability screen with one weekday filled in (Preferred or Unavailable) before submit.
Suggested file name: 02-my-availability-edit.png

Add screenshot here: Same screen after Save, showing Draft status.
Suggested file name: 02-my-availability-draft.png

Add screenshot here: After Notify Manager / Submit, showing Pending.
Suggested file name: 02-my-availability-pending.png

2.5 Process flow — availability approval

flowchartSet LR
    A[Save draft]times  -->  B[SubmitSave toas manager]
    BDraft  -->  C{Submit to manager
                                        |
                                        v
                              Manager decision}reviews Crequest
                               -->/                    \
                         Approve                    Reject
                            |Approve|                          D[|
                            v                          v
                   Used for scheduling]scheduling          CYou -->|Reject|are E[notified
                   You are notified             Update and resubmit]resubmit

Add screenshot here (optional): Simple flowchart image of the flow above.
Suggested file name: 02-availability-process.png

2.6 After you submit

  • Your manager receives a notification (email and/or in-app).
  • You receive a notification when the request is approved or rejected.
  • If you edit after submitting, the entry usually returns to Draft. Submit again when ready.
  • Do not assume Draft preferences will be followed—only Approved availability is reliable for scheduling rules.

2.7 Tips for U.S. property teams

  • Submit earlyavailability inat least several days before the planningschedule cycle.is built.
  • Be specificspecific. about“Unavailable times.all week” is hard to approve without a conversation.
  • Keep school, second-job, and recurring appointment windows accurate.
  • If rejected, ask what windowhours wouldthe work,property needs, then resubmit.resubmit a realistic window.

View3. yourTeam scheduleAvailability (managers)

3.1 Purpose

Team Availability is the manager view of the same availability data employees enter in My Availability. Use it to approve or reject requests before you build the week.

3.2 Step-by-step: review a request

  1. Open Team Availability.
  2. Find requests in Pending status (filter if available).
  3. Open an employee’s request.
  4. Review preferred windows and unavailable windows for each day.
  5. Decide:
    • Approve — accept the preferences for scheduling
    • Reject — decline; add a short note explaining what to change
  6. Confirm. The employee is notified either way.

Add screenshot here: Team Availability list with Pending requests.
Suggested file name: 03-team-availability-list.png

Add screenshot here: Detail view with Approve / Reject actions.
Suggested file name: 03-team-availability-decision.png

3.3 Manager best practices

  • Clear pending requests before you start building the board for that week.
  • Approve realistic preferences quickly so staff trust the process.
  • When rejecting, say what would work (for example, “Sunday AM is fine; we need Sunday PM covered”).
  • Prefer a quick conversation for recurring conflicts instead of repeated rejections.
  • Managers may also enter availability for an employee when needed; those entries are typically created as Pending for review.

4. Weekly Shifts — My Schedule, Open Shifts, Team Schedule

Weekly Shifts is the employee-facing week view. It is usually organized into three areas.

Add screenshot here: Weekly Shifts landing view with My Schedule / Open Shifts / Team Schedule tabs or sections visible.
Suggested file name: 04-weekly-shifts-overview.png

4.1 My Schedule

My Schedule shows your confirmed (approved) shifts.

What each shift usually shows

  • Date and day of week
  • Start time and end time (for example, 7:00 AM – 3:00 PM)
  • Shift name (Morning, Evening, Night, or your property’s labels)
  • Role / position for that shift
  • Status (you should mainly see approved / confirmed shifts here)

Where enabled, the view also shows:

  • Total hours for the selected week or range
  • Forecasted wages based on your hourly rate (estimate only—final pay follows payroll rules)

Steps

  1. Open Weekly Shifts.
  2. Select My Schedule.
  3. Choose the week (or date range) if a picker is shown.
  4. Review each shift: date, start time, end time, shift name, and role.your hour / wage totals if displayed.

WhereAdd enabled,screenshot youhere: can also see total hours and forecasted wages.

My Schedule showsweek approvedview shifts.with at least two shifts and totals visible.
Suggested file name: 04-my-schedule-week.png

Important

  • Draft planningwork on the manager board is not shown untilhere.
  • If your manager said the schedule is released“out” andbut confirmed.

    you

    Ifsee anothing, shiftask is missing after your manager said it was ready, confirmwhether it was approvedPublished and Approved, then refreshrefresh.

  • Treat approved shifts as your work commitment unless a trade or askmanager yourchange manager.

    is completed in the system.

4.2 Team Schedule

Open Team Schedule toshows seeteammates who else is workingscheduled on days you are also scheduled.work. Use thisit for handovers, coverage awareness, orand finding someone for a trade.trade conversation.

Add screenshot here: Team Schedule for a day you are working, showing other names/roles.
Suggested file name: 04-team-schedule.png

If4.3 When your schedule changes

You may get anreceive email and/or in-app notificationalerts whenwhen:

a
  • The schedule is published or approved,approved
    • a
  • A shift changes,assigned orto ayou changes
  • An open-shift claim oris decided
  • A trade isrequest decided.updates

Keep notifications enabled so you do not miss coverage changes.

5. Claim an open shift

5.1 What an open shift is

An open shift is a published shift that is not yet assigned to a person.named Staffperson yet. It appears under Open Shifts so eligible team members can claim it;it. aA manager must approve.approve the claim before it becomes your shift.

5.2 Before you claim — checklist

CheckConfirm thatall of the following:

  • Date and time fitsfit your week,personal theplans
    • role
  • Role matches work you canare do,trained theto do
  • No overlap with a shift doesyou notalready overlaphave
    • another shift, and you
  • You are not marked unavailableUnavailable for that window.

    window

    • Only

  • You can actually work the shift (do not claim shifts“just youin cancase”)
    • work.

Steps5.3 Step-by-step: claim

  1. Open Weekly Shifts → Open Shifts.
  2. Browse available open shifts.
  3. Open one shift and read the shiftdetails you(date, want.
    4. time,
  4. Reviewrole, thelength, details.notes).
  5. Submit Claim (or Claim This Shift).
  6. Wait for manager approval.
  7. After approval, confirm the shift appears on My Schedule.

Add screenshot here: Open Shifts list.
Suggested file name: 05-open-shifts-list.png

Add screenshot here: Open shift detail with Claim action.
Suggested file name: 05-open-shift-claim.png

5.4 Process flow — open shift claim

flowchartBrowse LROpen A[Shifts
        |
        v
   Conflict check (overlap / unavailable)
        |
   +----+----+
   |         |
 Fail       Pass
   |         |
   v         v
Cannot     Submit claim]claim
claim           |
                v
         Manager notified
                |
         +--> B[Manager notified]
    B -->--+------+
         C{|             |
      Approve       orReject
         reject}|             C|
         -->|Approve|v             D[Appearsv
  Assigned to you   Remains open
  Shows on My       Schedule]
    C -->|Reject| E[Stays open for others]others
  Schedule

Add screenshot here (optional flowchart image): 05-open-shift-process.png

5.5 Common issuesproblems

yet
ProblemWhat you see Likely causeWhat to do
Claim fails or is blocked Overlap or approved unavailability Pick another shift or update availability with your manager
Claim stays pendingPending Manager has not reviewed Follow up with your manager
Shift never appears on My Schedule Claim rejected,Rejected, or viewstill needspendingCheck notifications; refresh My Schedule

6. Trade a shift

6.1 When to use Trade Shift

Use Trade Shift when you cannot work an assigned shift and need coverage throughhandled in the system.system (not only by text message).

Your employee group may limit how many trades you can complete in a week or period (Trade Shift Count). If you hit the limit, you will see a message that the weekly shift trade limit was reached.

6.2 Trade types

Type What it doeshappens
Swap ExchangeYou exchange your shift with another employee’s approved shift
Drop to Open ReleaseYou release your shiftshift; sothe itsystem can becomecreates an openopen-shift shiftpath for someone else after manager approval

Trades

6.3 maySwap be— limitedstep by your employee group (Trade Shift Count). If you reach the limit, wait for the next period or ask your manager.

Swap a shiftstep

  1. Open the approved shift you wantneed to trade.trade (from My Schedule / Weekly Shifts).
  2. Start Trade Shift and choose Swap.
  3. Review suggestedsuggestions. coworkersThe system lists eligible coworkers/shifts and shifts.excludes leave conflicts, unavailability, and overlaps.
  4. SendSelect the swap partner/shift and submit the request.
  5. Wait for the other employee to accept.
  6. Wait for the manager to approve.
  7. Confirm both My Schedule views updated after approval.

Until both the peer and the manager approve, treat the original shift as your responsibility unless your manager saystells otherwise.you otherwise in writing/policy.

Add screenshot here: Trade Shift — Swap selection / suggestions list.
Suggested file name: 06-trade-swap-suggestions.png

Add screenshot here: Pending trade status visible to the requester.
Suggested file name: 06-trade-swap-pending.png

6.4 Process flow — swap

flowchart LR
    A[Request swap]swap
      |
      v
Peer accepts? ----No----> B{PeerTrade accepts?}ends
      B|
     Yes
      |
      v
Manager approves? -->|No| C[Trade ends]
    B --No---->|Yes| D{Manager approves?}
    D -->|No| E[Trade cleared]cleared
      D|
     -->Yes
      |Yes|
      F[Shiftsv
exchanged]Employees are swapped on the shifts
Both parties notified

Add screenshot here (optional flowchart image): 06-trade-swap-process.png

6.5 Drop a shift to Open — step by step

  1. Open the shift you wantneed 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.process; Ifif rejected, the trade is cleared.cleared and any open draft created for the trade is removed.

    • Add screenshot here: Drop to Open confirmation screen.
    Suggested file name: 06-trade-drop-to-open.png

    6.6 Trade statuses

    Status Meaning
    Pending peer approval Waiting on the other employee
    Accepted by employee WaitingPeer accepted; waiting on manager
    Rejected by employee Peer declineddeclined; trade closed
    Approved by manager Trade completed
    Rejected by manager TradeManager declineddeclined; trade flags cleared

    You should receive a Trade Shift Update notification when the status changes.

    6.7 U.S. workplace tip

    Shift trades are a courtesy tool, not a guarantee. Departments with tight coverage (front desk, night audit, housekeeping peaks, banquet events) may reject trades that leave the floor short. Always notify your manager early for call-outs; do not wait until shift start.

    7. Request leave

    Use Apply Leave for specific time off.off (Apply Leave)

    7.1 Leave isvs separate from availability.

    availability

    Use this When
    My Availability → Unavailable Standing preference (recurring)
    Apply Leave Specific datesdate(s) withof time off, using leave balance

    Leave types at your property may include paid time off, sick leave, unpaid leave, or other types configured by HR.

    7.2 Before you apply — checklist

    • Check yourremaining balance for the leave balance,type
      • whether
    • Confirm you do not already have aan assigned shift on those dates,dates and(or resolve the shift with your manager first)
    • Check whether the dates are blackout days.

      days

      If(busy youperiods when time off may be blocked)

    • Confirm the request does not break daily leave limits (too many people already haveoff)
      • a shift that day, resolve it with your manager before leave can usually be submitted.

    Steps7.3 Step-by-step: apply

    1. Open Apply Leave.
    2. Start a newNew Leave Request.
    3. Select leave request.type.
    4. ChooseSelect date(s) on the leave type and dates.calendar.
    5. Enter a shortbrief reason.
    6. Confirm yourReview remaining balance.
    7. Submit.

    TheAdd screenshot here: Apply Leave form with type, dates, and balance visible.
    Suggested file name: 07-apply-leave-form.png

    Add screenshot here: Leave list showing Pending / Approved / Rejected.
    Suggested file name: 07-leave-status-list.png

    7.4 What the system checks

    balance,
      existing
    • Leave shifts,balance
    • Existing shifts on selected dates
    • Blackout days from Scheduling Setting
    • Max concurrent leave count for the day

    7.5 Process flow — leave

    Select type + dates
        |
        v
System checks (balance / shift conflict / blackout days, and/ daily leavelimit)
        limits.
    |
   +----+----+||FailPass||vvFix|v









    
            
    
 Status       Meaning
   
                 
            
    
Pending Waitingissue   forSubmit to manager
            decision
            
    
     
    ApprovedTime off confirmed
    RejectedRequest declined
    

    flowchart LR
    A[Submit leave] --> B{Checks pass?}
    B -->|No| C[Fix conflictApprove or balance]Reject
            B|
     +-->|Yes| D[Manager reviews]
    D -->--+------+
     |Approve|             E[Leave|
 blocksApproved       Rejected
     |             |
     v             v
 Blocks new     shifts]Closed; Dtalk
 -->|Reject|shift F[Requestassign   closed]with manager
 on those dates

    

    Add 
    Reviewscreenshot teamhere availability
    (optional flowchart image): 07-leave-process.png
    

    7.6 After approval
    

    ManagersApproved useleave Teamshould Availabilityprevent tonew approveconflicting orshift rejectassignments. what staff submitted in My Availability.
    

      

    1. Open Team Availability.
      2. 

    2. Open a pending request.
      3. 

    3. Review preferred and unavailable windows.
      4. 

    4. Approve or reject.
      5. 

    5. If you reject,still addsee a shortshift noteon explainingan whatapproved toleave change.
      6. day, 
    contact 
    Approveyour earlymanager soimmediately—do not assume the conflict will resolve itself.
    

    

    8. Employee Schedule — scheduling board reflects(managers)
    
real
    8.1 constraints. Prefer a quick conversation for recurring conflicts instead of repeated rejections.
    

    

    BuildWhat the schedule
    board is for

    Employee Schedule is the manager scheduling board. ManagersUse it to:
    

      

    • Create and assign shifts
      • 

    • Create Open shifts for later claiming
      • 

    • See availability and leave overlays while planning
      • 

    • Catch conflicts early
      • 

    • Review hour and wage forecasts
      • 

    • Copy a prior week as a starting point
      • 

    • Publish and approve the week
      • 

    

    Add screenshot here: Employee Schedule board for a full week (draft shifts visible).
    
Suggested file name: 08-scheduling-board-week.png
    

    8.2 Views
    

    Depending on your property setup, you may switch between views such as:
    

      

    • Weekly — best for overall coverage
      • 

    • Hourly — best for spotting understaffed hours in the day
      • 

    • Other board layouts your property enables
      • 

    

    Add screenshot here: Same week in hourly (or alternate) view if you use it tofor createlabor shifts,planning.
    
assignSuggested people,file leavename: shifts08-scheduling-board-hourly.png
    
open,
    8.3 Create and check coverage before publishing.
    

    Createassign a shift
    

      

    1. Open Employee Schedule.
      2. 
and choose
    2. Select the week.week or date range.
      3. 

    3. Add a shift (button or click on the target date.day/time).
      4. 

    4. FillComplete inthe employeefields:

        

      • Employee — choose a person, or choose Open for an open shift
        • 

      • Date
        • 

      • Start time / End time (or pick from OpenShift master)
        • 

      • Role
        • 

      • Notes (special instructions, event coverage, etc.),
        • 
start
      
and end time, role, and notes.
      5. 

    5. Review conflict warnings.
      6. 

    6. Save. New or edited planning work is typically stored as Draft.
      7. 

    

    SavedAdd planningscreenshot work stays in Drafthere: untilAdd/Edit youShift publish.form filled with sample data.
    
Suggested file name: 08-add-shift-form.png
    

    What8.4 the boardConflict checks
    

    


    
Check
Typical result

    
    


    
Overlapping shifts for the same person
Blocked

    

    
Pending or approved leave on that day
Blocked

    

    
Approved unavailability
Warning or block

    

    
Past dates
Blocked

    
    

    

    Force add
    

    UseWhere enabled, force add lets you assign despite some conflicts (for example, unavailability). Use it only when coverage truly requires it, and tell the employee.employee, and document why. Overuse damages trust and increases call-outs.
    

    Add screenshot here: Conflict warning dialog (and force-add option if shown).
    
Suggested file name: 08-conflict-warning.png
    

    Useful8.5 toolsCreate an open shift
    

      

  • Create 
    • ashiftunder



Shifts.Open.
    Suggestedfile












     Tool Useas usual.

  • Set the employee to Open (Open Shift role).
    • 

  • Save, then Publish when ready so employees can see it to
    		•  
    Open shifts
Post
  • Approve coverageclaims foras staffthey arrive.
    • 


    Add screenshot here: Shift form with employee set to claim
    		

     
     name: 08-create-open-shift.png
    

    8.6 Copy from past week
    		Start from a previouspast week, then fix conflicts
    ForecastsCheck hours, wage cost, and staffing gaps
    Shift masterReuse standard shift names and times
    

    Suggested build orderweek
    

      

    1. ConfirmOn the board, choose Copy / Copy From Past Week.
      2. 

    2. Select the source week and target week.
      3. 

    3. Review every copied shift for leave, unavailability, and overlap issues.
      4. 

    4. Fix problems, then publish and approve.
      5. 

    

    Copying saves time but never skip the conflict review—last week’s people may be on leave this week.
    

    Add screenshot here: Copy week dialog.
    
Suggested file name: 08-copy-week.png
    

    8.7 Forecasts (hours, wages, staffing)
    

    Use forecast panels to review:
    

      

    • Total scheduled hours
      • 

    • Estimated wage cost
      • 

    • Number of people scheduled
      • 

    • Daily or hourly coverage gaps
      • 

    

    Use this before you approve the week so you are not surprised by overtime risk or thin coverage during peak hours (check-in rushes, breakfast, banquet turns, weekend occupancy).
    

    Add screenshot here: Forecast summary for a week.
    
Suggested file name: 08-forecast-summary.png
    

    8.8 Suggested manager workflow for building a week
    

      

    1. Clear Team Availability pending requests.
      2. 

    2. Review approved availabilityleave and leave.blackout dates.
      3. 

    3. Place requiredmust-cover coverageshifts first.first (nights, desk peaks, housekeeping floors).
      4. 

    4. Fill remaining shifts.coverage using preferred availability where possible.
      5. 

    5. UsePost openOpen shifts for flexible gaps.
      6. 

    6. ReviewCheck forecasts.
      7. 

    7. Publish,Publish.
      8. 

    8. Final review, then approve.Approve.
      9. 

    9. Monitor claims and trades during the week.
      10. 

    

    

    Publish9. Publish, approve, and approveunpublish
    

    flowchart
    9.1 LRStatus A[Draft] --> B[Published]
    B --> C[Approved]
    C --> D[Unpublished back to Draft]

    meanings

    


    
Status
StaffCan visibilityemployees see it?
Manager intent

    
    


    
Draft
HiddenNo
Still planning

    

    
Published
VisibleYes (per your processprocess)
Released,Released; still adjustable

    

    
Approved
ConfirmedYes — confirmed on My Schedule
Final for the period

    

    
Unpublished
Hidden againNo
Returned forto majorplanning editsafter unpublish

    
    

    

    9.2 Process flow — release cycle
    

    Draft  -->  Publish  -->  Published  -->  Approve  -->  Approved
                                                         |
                                                         v
                                              Unpublish (if needed)
                                                         |
                                                         v
                                                       Draft

    

    Add screenshot here (optional flowchart image): 09-publish-approve-process.png
    

    9.3 Publish
    

      

    1. ReviewOn allEmployee draftSchedule, filter or review Draft shifts for the date range.
      2. 

    2. Fix conflicts and coveragethin gaps.coverage.
      3. 

    3. ChooseSelect the range and choose Publish.
      4. 
and confirm.
    4. Confirm.
      5. 

    

    Employees and/or managers may receive notifications depending on your property setup.
    

    Add screenshot here: Publish action / confirmation.
    
Suggested file name: 09-publish.png
    

    9.4 Approve
    

      

    1. Review publishedPublished shifts onceone more.more time.
      2. 

    2. ChooseSelect the range and choose Approve.
      3. 
and confirm.
    3. Confirm.
      4. 

    

    Approved shifts are what staffemployees workrely from.on Avoidfor frequentchildcare, changessecond afterjobs, thisand step.commute planning. Change them only when necessary, and communicate early.
    

    Add screenshot here: Approve action / confirmation.
    
Suggested file name: 09-approve.png
    

    9.5 Unpublish
    

    IfUse Unpublish when the approved week needs largemajor changes,changes:
    
unpublish,
      
edit
    1. Select the approved range.
      2. 

    2. Choose Unpublish.
      3. 

    3. Edit as draft,Draft.
      4. 
then
    4. Publish and Approve again.
      5. 

    5. Tell the team the schedule was revised.
      6. 

    

    Add screenshot here: Unpublish confirmation.
    
Suggested file name: 09-unpublish.png
    

    9.6 Publish vs Approve (plain language)
    


















    ActionPlain meaning
    Publish“The plan is released / visible for the next step.”
    Approve“This is the confirmed schedule.”
    

    Editing after release often returns shifts toward Draft. After edits, publish and approve again.again Tellso theMy teamSchedule whenstays you do this.
    

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

    

    Statuses10. Shift master (standard shift times)
    

    Managers/administrators can define reusable shift definitions (name + standard start/end), for example:
    

      

    • Morning Shift — 7:00 AM – 3:00 PM
      • 

    • Evening Shift — 3:00 PM – 11:00 PM
      • 

    • Night Audit — 11:00 PM – 7:00 AM
      • 

    

    When you create shifts on the board, selecting a Shift master entry prefills times. You can still adjust for a specific day.
    

    Add screenshot here: Shift master list or add form.
    
Suggested file name: 10-shift-master.png
    

    

    11. Status reference and notifications
    

    11.1 Shift statuses
    

    


    
Status
MeaningFor for staffemployees
Meaning forFor managers

    
    


    
Draft
Not shownHidden
FreelyEditable editableplanning

    

    
Published
May be visible
Still editable

    

    
Approved
Confirmed shift
Finalized

    

    
Unpublished
NoHidden longer visibleagain
Back into planning

    
    

    

    11.2 Availability statuses
    

    


    
Status
Meaning

    
    


    
Draft
Not submitted

    

    
Pending
Waiting on manager

    

    
Approved
Active for scheduling rules

    

    
Rejected
Not accepted

    
    

    

    Notifications11.3 Trade statuses
    






























    StatusMeaning
    Pending peer approvalWaiting on coworker
    Accepted by employeeWaiting on manager
    Rejected by employeeClosed by coworker
    Approved by managerCompleted
    Rejected by managerClosed by manager
    

    11.4 Leave statuses
    






















    StatusMeaning
    PendingWaiting on manager
    ApprovedTime off confirmed
    RejectedDeclined
    

    11.5 Common notifications
    

    


    
Event
Usually sent to

    
    


    
Availability submitted
Manager

    

    
Availability approved or/ rejected
Employee

    

    
Schedule published or/ approved
StaffEmployees /and/or managers

    

    
Open shift claim submitted
Manager

    

    
Open shift claim approved
Employee

    

    
Trade shift update
Employees involved and manager

    
    

    

    Exact delivery (email, in-app, SMS if enabled) depends on account and property settings.
    

    Add screenshot here: In-app notification example for a schedule or claim update.
    
Suggested file name: 11-notification-example.png
    

    

    FAQ12. Frequently asked questions
    

    General
    

    How far aheadin advance will I see my schedule?
    
When your manager publishes and approves it. Many U.S. properties aim for oneabout to two1–2 weeks ahead.ahead, but practices vary by department and occupancy.
    

    What if I cannot work a scheduled shift?
    
TellContact your manager quickly.as soon as you know. Use Trade Shift and/or leave processes according to your property policy. Do not no-call / no-show.
    

    Why don’t I see a menu item from this guide?
    
Your role rights do not include it. Ask your manager or administrator.
    

    Employees
    

    Why can’t I apply for leave on a date?
    
Common reasons: anyou existingalready have a shift that day, it is a blackout date, lowyour balance,balance is too low, or thetoo dailymany leavepeople limit.are already approved off.
    

    My availability was rejected. What now?
    
Ask what tohours change,the property needs, update My Availability, and submit again.
    

    Can I claim more than one open shift?
    
Yes, if the shiftsthey do not overlap and pass availability checks.
    

    How do I know a claim or trade was approved?
    
You receive a notification, and the resulting shift appears on My Schedule.
    

    What is the difference between unavailable and leave?
    
Unavailable is a= standing preference. Leave is= dated time off with balance and approval.
    

    PublishCan vsI approvesee —estimated whatpay for the week?
    
Where enabled, My Schedule / forecasts show hours and estimated wages from your rate. Final pay still follows payroll.
    

    Managers
    

    What is the difference?difference between publish and approve?
    
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 property/branch, outside your hierarchy, inactive, or missing a schedulable role.role (Can Schedule).
    

    How do I create an open shift?
    
Create a shift, assign Open, publish, then publishapprove so staff can claim it.claims.
    

    A trade failed with a weekly limit message.
    
The employee’s group trade limit for the period is used up.
    

    Should I unpublish often?
    
No. Unpublish only for material changes, and tell the team when you do.
    

    Leave / settings
    

    What is a blackout day?
    
A date when time-off requests are restricted because of business need (holiday rush, city-wide events, peak occupancy).
    

    What is max leave count?
    
A limit on how many people can be off on the same day.
    

    

    13. Getting help
    

    


    
IssueNeed typehelp with…
Contact

    
    


    
Coverage, trades, schedule conflicts
Your manager

    

    
Leave policy or balancebalances
HR or your manager

    

    
Login or technical errors
IT support

    
    

    

    When you reportreporting a problem, includeinclude:
    

      

    1. Screen name (My Availability, Employee Schedule, Weekly Shifts, Trade Shift, etc.)
      2. 

    2. Date and time
      3. 

    3. What you tried to do
      4. 

    4. Screenshot of the screenerror name,or unexpected result
      5. 

    5. Employee name / shift date and(if time,relevant)
      6. 
what
    

    

    14. Screenshot checklist (for your BookStack page)
    

    Use this list while you tried,attach andimages. Check each item off as you upload.
    





















































































































































































    #Suggested file nameWhat to capture
    101-main-menu-scheduling.pngMain menu → Scheduling
    201-week-overview-flowchart.pngOptional overview flowchart graphic
    302-my-availability-edit.pngMy Availability edit
    402-my-availability-draft.pngDraft status
    502-my-availability-pending.pngPending after submit
    602-availability-process.pngOptional availability flowchart
    703-team-availability-list.pngManager pending list
    803-team-availability-decision.pngApprove/Reject detail
    904-weekly-shifts-overview.pngWeekly Shifts tabs
    1004-my-schedule-week.pngMy Schedule with shifts
    1104-team-schedule.pngTeam Schedule
    1205-open-shifts-list.pngOpen Shifts list
    1305-open-shift-claim.pngClaim action
    1405-open-shift-process.pngOptional claim flowchart
    1506-trade-swap-suggestions.pngSwap suggestions
    1606-trade-swap-pending.pngPending trade
    1706-trade-swap-process.pngOptional swap flowchart
    1806-trade-drop-to-open.pngDrop to Open
    1907-apply-leave-form.pngLeave request form
    2007-leave-status-list.pngLeave statuses
    2107-leave-process.pngOptional leave flowchart
    2208-scheduling-board-week.pngManager board week
    2308-scheduling-board-hourly.pngHourly/forecast view
    2408-add-shift-form.pngAdd shift form
    2508-conflict-warning.pngConflict / force add
    2608-create-open-shift.pngOpen employee selected
    2708-copy-week.pngCopy week
    2808-forecast-summary.pngForecast panel
    2909-publish.pngPublish
    3009-approve.pngApprove
    3109-unpublish.pngUnpublish
    3209-publish-approve-process.pngOptional status flowchart
    3310-shift-master.pngShift master
    3411-notification-example.pngSample notification
    

    How to place a screenshot ofin anyBookStack: error.upload the image in the editor where the Add screenshot here note appears, then delete the placeholder note.
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