Performing the Shift Exchange

▪Select the Requests menu.

▪Select the Shift Exchange menu.

The Shift Exchange menu will appear.

To access the Weekly Shift Exchange option, security access to the Company Profile must be configured.

Create a new Shift Exchange Request

▪Click on the Actions icon and select New Request.

▪The New Request will appear in the right-side panel and your Active Schedule will pop-up.

You may change the date range by clicking in the Date field and using the calendar feature or use the forward/backward arrows.

To view different number of weeks or to use the month calendar view, click on the drop-down arrow in the Weeks field.

▪Click on the date you would like to exchange so it is highlighted in blue.

▪Click Apply.

The Shift Exchange Request menu will appear in the right-side panel.

▪Select the date you wish to exchange to by clicking in the Date window.

▪Click the Acceptor box to open a window of available employees.

The following menu will appear.

▪Click in the check box beside the employee you would like to exchange with.

▪The selected employee will be displayed in the Selected Employee Panel.

▪Click Submit.

Hover over the Day Code (shift name) and all the details of the employee’s scheduled shift will appear for you to review.

The employee name will then appear under the Selected Employee column on the right.

▪Click Apply.

The request will now appear in your request summary section.

If you do not see the request, please verify that your filter selection and date range settings include the information you require.

The unprocessed Shift Exchange will now appear under the Shift Exchange date. The Shift Exchange is not complete until the requested employee accepts the exchange.

If approvals are required, the manager must approve the exchange before it will be reflected on the employee schedule.

Email Notification of Shift Exchange

If the system email configuration is complete (please see the SSC Client Care Team for further information) and employees have their email addresses defined in their profiles, Acceptors will receive an email notification.  A link is provided to respond directly from the email.

When the Acceptor processes the request (accepts or declines) the Requestor will get email notification in reply.

The Active Schedule

On the Active Schedule each employee will have an arrow on the dates exchanged; one is the Requester and the other the Acceptor .

Hover over the arrows for quick details of the exchange.

Decline - If the employee declines the Shift Exchange the schedules will remain as they were and a message will be sent to the requester, which can be viewed on the Welcome menu (Unread Topics) when they log in.

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When the system is configured to not require a manager's approval, employees can exchange shifts directly to each other.

Log in to StaffScheduleCare with your employee username and password.

▪Select the Requests menu.

▪Select the Shift Exchange Requests menu.

The Shift Exchange Request window will appear.

▪Select the date range for your request.

▪Right click within the left panel and click on New Request.

The Active Schedule is displayed. You may change how you see the Active Schedule by selecting weeks or calendar view from the drop-down for the Weeks field.

▪Click on the day / shift you would like to exchange. Be sure the day is highlighted in blue.

▪Click Apply.

Now the shift to be exchanged appears on the right side panel under New Request.

To select the date to be exchanged with, click in the date field for a calendar.

A  calendar will show  the dates the exchange can occur.

In this example we have selected January 5, 2021.

▪Click on the button beside Acceptor.

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▪ Click on the check box beside the employee you would like to select

▪ The selected employee will appear in the Selected Employee panel.

▪ Click Submit.

To view the available employee's shift click on the Day Code and view the details.

The selected employee and the exchange shift will appear opposite the exchange on the right panel.

A comment field is provided, but not required.

▪Click Apply.

The request is complete. Note the request now appears on the left panel with a request number.

The status is New.

The Shift Exchange is not complete until the employee requested to exchange accepts the exchange.

Welcome Menu Notification of Shift Exchange

On the Welcome menu, the Unprocessed or Pending option applies to the employee requesting the exchange (Requestor) while the Action Required option applies to the employee who will be responding to the exchange request (Acceptor). The window of days the widget will display going forward can be set by using the up/down arrows beside Collection Period.
 

When the Acceptor clicks on the number beside Unprocessed or Pending the following menu will appear. Use the Filter select which requests you would like to view.

▪On the right panel the Acceptor can either Accept or Deny and add a comment.

▪Click Accept.

▪Click Apply.

Accept - If the employee accepts, because this exchange does not require manager approval, the two employees schedules will be automatically exchanged and a message will be sent to the requester, which can be viewed on their Welcome menu (Unread Requests) upon log in.

Deny - If the employee declines the Shift Exchange the schedules will remain as they were and a message will be sent to the Requester, which can be viewed on the Welcome menu (Unread Requests) when the employee logs in.

Email Notification of Shift Exchange

If the system email configuration is complete (please see our Client Care for further information) and employees have their email addresses defined in their Personnel Profile, Acceptors will receive email notification when requested to exchange a shift:

When the Acceptor processes the request (accepts or declines) the Requester will get email notification in reply.

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When an employee would like to exchange a shift he/she can do so through the Requests menu.

The manager is able to view pending requests.

▪Select theRequests menu.

▪Select the Shift Exchange Requests menu.

The manager can also review requests using the Welcome menu Shift Exchange Widget.

▪Click the number beside Unprocessed or Pending. Using either path will take the manager to the Shift Exchange screen.

▪Click on the request to review. This will highlight it blue. The status icon indicates which stage the request is currently at.

Pending Waiting for further action.

Reviewed Manager has reviewed but has not taken any action.

Denied The request has been denied by the manager.

Approved Manager selects Approved. The Active Schedule will reflect the changes of the Shift Exchange immediately.

Please note the Include in OT Restrictions tick box.

Unchecked means that the hours gained by the exchange will NOT contribute towards overtime.

This option is View Only on this menu. Whether it appears checked or not depends on your system configuration.

Back on the Welcome Menu

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To access Shift Exchanges:

▪Select the Requests menu.

▪Select the Shift Exchange Requests menu.

The Shift Exchange Requests screen will be displayed.

The following options are available on the top section of the screen.

Show Filter

Use the Date From and Date To calendar drop-downs to select your date range.

Click on the Show Filter (Blue funnel) to get request status viewing. Any combination of options can be selected.

Click Apply to have the selections applied and the screen will refresh. Click Reset to clear all selections.

User row:

▪Unread - display requests that are unread.

▪Unprocessed - display requests where an action is waiting.

▪Approved - display requests with an Approved Status.

▪Reviewed - display requests that have been reviewed.

▪Pending - display requests that are in a pending status.

▪Denied - display requests that have denied either by the acceptor or the manager (If manager approval is active).

Acceptor row:

▪Accepted - show requests that the Acceptor has accepted.

▪Denied - show requests that the Acceptor has denied.

▪

Show Groups Filter

Click on the Show Groups icon to sort the requests into groups on the left panel of the screen.

Click Apply to apply the sort.

Group by Status - will sort requests by the status.

Group by Request Date - the requests will be in the order of the date the request was submitted. The newest will be listed first.

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