Schedule Pool allows you to request for shifts to be posted to a schedule pool. Other employees can pick-up, or exchange shifts from the schedule pool—picking up a shift will add that shift in addition to your normal scheduled shifts. You can track the status of each of your requests within Schedule Pool so that you know when a request has been approved or rejected.
Posting a Shift
When logged in as an employee, you can post, pick-up, and exchange shifts from Schedule Pool. The Schedule Pool is located within Schedules > Schedule Pool by default, however, this may be different for your company.
To post a shift to the Schedule Pool do the following:
Select a shift from the calendar.
Press Post to open the
Shifts to Postdialog.
Select the post options to use from the dialog:
Figure 1. TheShifts to Postdialog1 The selected shifts will all be posted to the Schedule Pool. All shifts within a day will be selected so you may need to unselect any shifts that you do not want to be posted.2 If you have multiple shifts selected, select this option to ensure all shifts to be picked or exchanged up together. 3 The Post Optioncan be used to specify whether the shifts can be picked up or exchanged, or both. By default, the shift can be picked up or exchanged with another employee’s shift, but you can also specify that the shift should only be picked up, or only exchanged.4 Any additional comments that you want to make can be entered here. When ready to post your shift, press Post to add the selected shift to the schedule pool.
Once the post has been approved it will become available for other employees to pick-up or exchange.
Viewing the Status of Posted Shifts
From Schedule Pool you can view the status of your postings from the My
Requests tab.
Select the
My Requeststab on theSchedule Pool.Select
My Post Requestsfrom the drop-down.
This will filter the requests to show only shifts that you have posted.The type and status of the requests is displayed in the center of each item.
Post Statuses
Pending Approval | Postings with this status are waiting for a manager to approve. This posting will not be available for pick-up or exchange until it has been approved. | ||
Approved | Postings which have been approved by a manager will display the | ||
Cancelled | Postings which have been canceled by a manager will not be available for pick-up or exchange.
| ||
Rejected | Postings which have been rejected by a manager will not be available for pick-up or exchange.
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Expired | Postings will expire after a set amount of time has passed and within a set amount of time of the scheduled start time of the shift. | ||
Completed | Postings which have have a pick-up or exchange request approved by a manager will show the |
Request to Pick-up Shifts
The Available Shifts tab of the Schedule Pool is where you can see what shifts are available in the schedule pool for pick-up or exchange. You will only be able to see postings that you are eligible to work.
| When you request to pick-up a shift, your manager will need to approve the request before the shift is added to your scheduled shifts. |
Select an available shift that you would like to pick-up.
Press Pick Up to open the Pick-up dialog.
1 From this dialog you can review shift details such as start and end times, pay codes, and other information. 2 You can also leave comments on the request that your manager can see when they approve the pick-up request. 3 You can check if the selected shift conflicts with one of your existing shifts here. Press Submit when you are ready to send the pick-up request for the shift.
At this point, your manager be able to see your request to pick-up the selected shift. Also, the pick-up request will appear underneath the My Requests tab of the Schedule Pool where you can track the status of the request.
Viewing the Status of Pick-up Requests
From the Schedule Pool you can review the status of your pick-up requests from the My Requests tab.
Select the
My Requeststab on theSchedule Pool.Select
My Pickup Requestsfrom the drop-down.
This will filter the requests to show only your requests for pick-up.
Pick-up Request Statuses
Pending Approval | Requests with this status are waiting for a manager to approve. | ||
Approved | Requests which have been approved by a manager will display the | ||
Cancelled | Requests which have been canceled by a manager will display the
| ||
Rejected | Requests which have been rejected by a manager will display the
| ||
Expired | Requests will show the | ||
Past Shift Date | Requests for shifts that have already occurred will display the |
Request to Exchange Shifts
In addition to picking-up extra shifts, you can also exchange shifts with other employees using the schedule pool. Exchange requests for posted shifts need to be approved by both the employee who posted the shift and then by a manager. When you make an exchange request, the other employee will see the request under Pending Requests where they can review the offer before choosing to accept or reject it. Accepted exchange requests will then need to be approved by a manager.
| When you request to exchange a shift, your manager will need to approve the request before the shift is added to your scheduled shifts. |
| Whether a shift is available for exchange is set by the employee who made the posting but this can be changed by a manager at any time. |
To make an exchange request:
Select an available shift that you would like to exchange with one of your shifts.
Press Exchange to open the Exchange dialog.
From this dialog, you can review details of the shift such as start and end times, pay codes, and other information.
Press Next to move to the
Exchange with Shifttab.This if where you will select one or more of your own shifts to offer in exchange for the posted shift. Only shifts that are scheduled for the future can be offered in exchanges.
1 You can check if one of your shifts conflicts with the person you are exchanging with here. 2 You can also leave comments that your manager can see when they go to approve the exchange request. Select at least one of your own shifts to exchange.
Press Submit when you are ready to send the exchange request.
At this point, both your manager and the person you are exchanging shifts with will need to approve of the offered exchange. The exchange will appear underneath the My Requests tab of the Schedule Pool where you can track the status of the exchange request.
Viewing the Status of Exchange Requests
From the Schedule Pool you can review the status of your exchange requests from the My Requests tab.
Select the
My Requeststab on theSchedule Pool.Select
My Exchange Requestsfrom the drop-down.
This will filter the requests to show only your requests for exchange.
Exchange Requests Statuses
Pending Approval | Requests with this status are waiting for a manager to approve. | ||
Approved | Requests which have been approved by a manager will display the | ||
Cancelled | Requests which have been canceled by a manager will display the
| ||
Rejected | Requests which have been rejected by a manager will display the
| ||
Expired | Requests will show the | ||
Past Shift Date | Requests for shifts that have already occurred will display the | ||
Pending Acceptance | Exchange requests with this status are waiting for the other employee to respond to your request. | ||
Employee Accepted | Exchange requests with this status have been approved by the other employee. A manager will need to approve of the exchange before it is finalized, however. | ||
Employee Rejected | Exchange requests with this status have been rejected by the other employee. |
Responding to Exchange Requests
Once you have posted a shift for exchange to the schedule pool and it has been approved by a manager you will be need to respond to exchange requests from employees. These exchange requests come from other employees looking to exchange their own shift for yours. You must review the details of each of these requests to see what shift(s) they have offered before choosing to accept or reject the offer.
| Managers can choose to approve any exchange requests made for a posting. |
To respond to exchange offers do the following:
Select the
My Requeststab on theSchedule Pool.Select
Pending My Approvalfrom the drop-down.
This will filter the requests to show only exchange offers from other employees.Select an exchange request to respond to.
Press Review to open the Review dialog.
From here you can review the details for the shifts that are being exchanged.
If the exchange is acceptable to you, press Accept to accept the exchange request. Otherwise you can press Reject to reject the request.
You can continue to respond to exchange requests for the posted shift until the posting has expired or your manager approves an exchange request for the shift.