1. Enabling Shift Swapping

To enable shift swapping

        1. Go to MANAGE MY BUSINESS
        2. Go to MANAGE SCHEDULE AND TIME CARD SETTINGS
        3. On this VIEW MY SCHEDULE tab, enable employees to see each others shifts”, this will allow employees to see each other schedules in View My Schedule.
        4. On the SHIFT SWAPPING tab, click either option to turn ON

2.  Shift Swapping

You can enable this for employees and/or managers separately. There are 2 ways to enable this:

2.1 Allow shift swapping WITH manager/supervisor approval

With this option, managers must approve the shift before it can be swapped.

You can further enforce this option by adding one or more options. These options must be met BEFORE they go to the manager for approval.

 

2.2 Allow shift swapping WITHOUT manager/supervisor approval

With this option, once an employee accepts the swap, the exchange happens immediately.

You can further enforce this option by adding one or more options. These options must be met BEFORE they go to the manager for approval.

Once enabled, employees/managers have 2 options when swapping.

CASE 1 Let others know I would like someone to take this shift

These are shifts offered from View My Schedule to all employees by the schedule owner and the offer is displayed on the main Dashboard landing page. It will be displayed to all employees but emails will be sent only to the employees that meet the requirements and work in the same department.

Example:

  • When employee A offers a shift, it will show the following message:

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  • All employees that meet the requirements will get a message (Dashboard landing page), allowing them to take or ignore it.

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  • If Employee B decides to take it, then a confirmation message is displayed

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  • Employee B confirms it.

 

  • Please note that in this case we selected to ask for supervisor’s approval. Only Supervisors from the involved department will receive an email, and the Swap Shift confirmation screen (Dashboard landing page) to approve or decline the request.

screenshot-at-oct-20-09-24-13

CASE 2 – Let others know I would like to swap this shift

This option will send emails to all employees that meet the requirements and also have a shift to swap on a different date.

  • Employee A offers a schedule to exchange it.

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  • Employee B checks the message in the landing page, there is an option to select the schedule to exchange, in this case March 23rd.

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  • At this point, Employee A will be able to accept or decline Employee B’s offer

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  • Please note that in this case we selected to ask for supervisor’s approval. Only Supervisors from the involved departments will receive an email, and the Swap Shift confirmation screen (landing page) to approve or decline the request. Supervisors will receive a message in their landing pages that will display both schedules and dates.

screenshot-at-oct-20-09-35-58

3. Other Employee Schedules

There’s another feature included in View My Schedule that allows to display other employees schedules (selector), if Shift Swapping is enabled it will display the following options

  • Employee A requests Employee B’s shift – without swapping
  • Employee A requests shift swapping with Employee B

CASE 3 – Request a shift without swapping

  • Employee A request for Jean-Simon Bolduc’s (Employee B) shift

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  • Employee B receives the message and decides to approve or decline it.

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  • Please note that in this case we selected to ask for supervisor’s approval. Only Supervisors from the involved department will receive an email, and the Swap Shift confirmation screen (landing page) to approve or decline the request.

screenshot-at-oct-20-10-06-26

CASE 4 – Request shift swapping

  • Employee A requests shift swapping to Employee B (Jean-Simon Bolduc)

screenshot-at-oct-20-10-18-02

  • Employee B receives the message and decides to approve or decline it.

screenshot-at-oct-20-10-18-48

  • Please note that in this case we selected to ask for supervisor’s approval. Only Supervisors from the involved departments will receive an email, and the Swap Shift confirmation screen (landing page) to approve or decline the request. Supervisors will receive a message in their landing pages that will display both schedules and dates.

screenshot-at-oct-20-10-19-12