Shift exchanges may can be performed by the manager on behalf of the employee or by the employee with or without manager approval.
Performing the Shift Exchange
▪Select Requests. ▪Select Shift Exchange.
The Shift Exchange menu will appear.
Create a Shift Exchange Request
▪Click on the Actions icon and select New Request. The New Request and your Active Schedule will appear.
You may change the date range by clicking in the Date field and using the calendar or the forward / backward arrows. To view a 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 (not shown). The Shift Exchange Request menu will appear in the right-hand panel.
▪Select the date you wish to exchange to by clicking in the Date window.
▪Click the Acceptor box
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 (not shown).
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 and employees have their email addresses defined in their profiles, Acceptors will receive email notification. A link is provided to log in and process the request:
When the Acceptor processes the request (accepts or declines) the Requester 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 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) upon login.
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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 5th.
▪Click on the button beside Acceptor. .
▪ 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 exchanged shift will appear on the right panel. A comment field is provided, but not required.
▪Click Apply (not shown).
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). Please see Welcome Menu Widgets for further information.
When the Acceptor clicks on the number beside Unprocessed or Pending the following menu will appear. Use the filter to select which requests you would like to view.
▪On the right panel the Acceptor may 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 the 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 and employees have their email addresses defined in Personnel, 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 employees would like to exchange shifts, they may do so through the Requests menu.The manager is able to view pending requests.
▪Select Requests. ▪Select Shift Exchange Requests.
The manager may 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.
Shift Exchange Statuses
Pending The request is waiting for further action. Reviewed The manager has reviewed the request but has not taken any action. Denied The request has been denied by the manager. Approved The manager has approved the request. 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 contribute towards overtime. If the hours should not be included, please ensure this box is checked.
This option is View Only on this menu. Whether it appears checked or not depends on your Shift Exchange General Configuration.
Please see Welcome Menu Widgets for further information.
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To access Shift Exchanges:
▪Select Requests. ▪Select Shift Exchange Requests.
The Shift Exchange Requests menu will be displayed. The following options are available on the top section of this menu.
Show Filter
Use the Date From and Date To calendar drop-down menus to select your date range.
Click Show Filter (Blue funnel) to display your request status options. Any combination of options may be selected. Click Apply to save your settings. Click Reset to clear all selections.
User (manager) row: Unread Displays requests that are unread.
Unprocessed Displays requests awaiting further action.
Approved Displays requests with an Approved status.
Reviewed Displays requests with a Reviewed status.
Pending Displays requests with a Pending status.
Denied Displays requests that have been denied either by the acceptor or the manager (If manager approval is required).
Acceptor row: Accepted Displays requests that the acceptor has accepted.
Denied Displays 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 this menu. Click Apply to apply the sort.
Group by Status This option 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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See Also:
Employee Self Service & Manager Self Service