Requests — vacation, sick leave, shift swaps

Employee requests reach the manager in Staff → Requests and as push notifications. Employees submit requests in the app or in My schedule.

Absences

Absence types and their timesheet codes:

The employee chooses the type, dates (no more than a year) and a comment and can attach a document — for example, a sick note (photo or PDF). The dates must not overlap another absence. The request goes to the managers of the employee's locations and schedule managers of all locations, or to administrators if there are none.

Deciding on an absence

1. Open "Pending". It holds absence requests and shift swaps for your locations.
2. Check the pay. The Paid checkbox — paid days go into payroll at the daily rate.
3. Decide what to do with shifts. The Release the employee's shifts on these days — they become open checkbox: the shifts can be given to colleagues; employees see the changes after the schedule is published.
4. Click "Approve" or "Reject". You can add a comment — the employee will see it. The employee gets a notification about the decision.

A manager can add an absence for an employee with Add absence — such a record is approved immediately. An employee can cancel a pending request themselves; an approved one can be cancelled only by a manager. The History tab shows decisions for the last 90 days.

Swapping and handing over shifts

An employee can:

• give away a shift — to a specific colleague or to all suitable colleagues at the location (the first one to accept gets it);
• swap a shift — for a colleague's shift within the next two weeks;
• pick up an open shift — from the list of open shifts at their locations.

A suitable colleague has the right position, no other shift at that time and no absence that day. A shift can have only one active request, and it can be submitted only before the shift starts.

How a swap works

1. The employee submits a request. The colleague (or all suitable colleagues) gets a notification.
2. The colleague accepts or declines. If the request went to everyone, one person declining doesn't close it for the others.
3. The manager approves. If approval is on in the rules, the request appears in Requests with the "Waiting for manager" status. Click Approve or Reject.
4. The shifts change hands. Right after approval, the shifts go to the new employee and are published; both get a notification.

Picking up an open shift also needs manager approval by default; if it's turned off in the rules, the shift goes to the employee immediately. Requests for shifts that have already started automatically get the "Expired" status.

Frequently asked questions