Manager's Guide to Requestable Shifts

Requestable shifts are shifts that staff can request to be assigned to. This is ideal for filling gaps, offering extra hours, or letting staff self-select shifts that fit their availability and skills.

How to Set Up Requestable Shifts

1. Mark the Shift as Requestable

• When creating or editing a shift (in the shift editor, e.g., via the calendar or section view):
  • Toggle "Staff can request this shift".
  • Set "Staff required" to the number of people you need.
  • Optionally, set "Max requests" to limit how many people can request before the shift closes to further requests.

Shift creation interface where you can enable requestable options

2. Publish the Shift

• Publish your changes as usual. Only published shifts are visible and requestable by staff.

Publishing interface where you can set request deadlines

3. (Optional) Set a Request Deadline

• When publishing, you can set a deadline for when requests will close (e.g., "Close shifts to requests after [date]").
• After this date, staff can no longer request the shift, and the system will automatically close requests.

What Employees See and Do

Employee view showing requestable shifts in their calendar

• Requestable shifts appear in their calendar and schedule, marked as "Requestable".
• Employees can click on a shift and, if qualified (skills, location, not already assigned), click "Request".
• Once requested, the shift shows as "Requested" for that employee.
• Employees can withdraw their request at any time before it's approved or rejected.
• If approved, they are assigned to the shift and notified.
• If rejected, they are notified and can try for other shifts.

Managing Requests as a Manager

1. Viewing Requests

Calendar toolbar showing the notification bell for viewing requests

• Requests Panel: Click the bell icon in the calendar toolbar to open the Requests modal.
• Here, you'll see all pending requests, including open shift requests, leave requests, and shift swaps.

2. Reviewing and Actioning Requests

• For each open shift request, you'll see:
  • The employee requesting
  • The shift details
  • The location
• Approve: Assigns the employee to the shift and notifies them.
• Reject: Declines the request (optionally add a reason), notifies the employee, and removes their request.
• You can also see if an employee has withdrawn their request.

3. Notifications

• Employees are automatically notified by email when their request is approved or rejected.
• You do not need to manually inform them.

4. Monitoring Requestable Shifts

Calendar view showing requestable shifts with request badges

• In the calendar, requestable shifts show a badge with the number of pending requests.
• You can see at a glance which shifts need attention.