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How to use Shift Hub on the App

This document explains how to use ShiftHub to request shift swaps or give away shifts with other employees.

My ShiftHub allows employees to request shift swaps or give away shifts with other co-workers. Once a co-worker accepts a request, it is sent to a manager for final approval.

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<Insert photo of ShiftHub on app>

 

To get to Your ShiftHub

  • Log into Schedulingthe scheduling app

  • Click the dropdownShiftHub next to your nameicon in the top-rightbottom corner

    navigation

  • Select My ShiftHubbar

Important: Swaps and giveaways are created from the Employee Schedule page by tapping a shift. ShiftsHub is where you monitory and manage requests after they have been created.

Shift Swaps

A Shift Swap allows you to trade one of your scheduled shifts with another employee. Both employees must agree to the swap, and a manager must approve it before the schedule is updated.

How Shift Swaps Work

Shift swaps follow a two-step approval process:

  1. Co-worker approval - The employee you select must accept the swap.

  2. Manager approval - Once accepted, the request is sent to a manager for final approval.

The schedule will only update after both steps are completed. The shift will remain unchanged until both the co-worker and a manager approve the request.

Viewing Shift Swap Requests

This page is divided into two main sections:

image.png<Insert a photo of ShiftHub on the app and circle the two different section heaers. In the photo have a request in each section>

My Shift Swap Requests 

The top section shows shift swap requests you have created.
These are requests where you are asking another employee to swap shifts with you.

From this section, you can:

  • See the status of each request (WaitingPending, forAccepted, co-worker to accept, Waiting for manager approval,Approved, or Approved)Rejected)

  • View which employee you sent the request to

  • Review both your shift and the co-worker’s shift involved in the swap

This section helps you track requests you’ve initiated and see where they are in the approval process.

Co-worker Shift Swap Requests

The bottom section shows shift swap requests other employees have sent to you.

From this section, you can:

  • Review incoming swap requests

  • See which shift you would be giving up and which shift you would receive

  • Accept or decline the request

If you accept a swap request, it is automatically sent to a manager for final approval.

Expanding and collapsing section

Both section are collapsible. Tap the section header to expand or collapse the list. The header also displays small count bubbles showing how many requests are in each status, so you can see the summary at a glance without expanding

 

Creating a Shift Swap Request

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    • Futureshown shifts— onlyfuture shifts, other employees, same job role.
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    • Shifts where both employees are qualified to work each other's job roles

    For example, if you are assigned to both the Bartender and Server job roles, you may see both Bartender and Server shifts available to swap with. However, the systemscreen will onlyappear displayshowing: shifts

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    2. Shift Getting — the shift you would receive
  5. Tap Confirm to submit the request, or Cancel to go back.

After selectingconfirming, boththe shifts,shift clickwill Sendhave Request.a Status bar on it letting you know that’s its pending, and the request will also appear in Shift Hub under the Swap tab > My Requests with a Pending status.

The co-worker will be notified of the request and can either accept or decline it. If they accept, the request is then sent to a manager for final approval.swap.

Important Rules for Shift Swaps

  • A shift can only be involved in one active swap or giveaway request at a time. Once a shift has been selected for a request, it will not appear as an option for additional requests until the original request is completed or canceled.

  • Because the system only displays eligible shifts, any shift shown in the Select co-worker's shift dropdown can be successfully requested. Invalid or conflicting shifts will not be displayed.

  • You cannot request a swap if you are already scheduled to work during the time of the other shift.
  • A shift swap request can be canceled at any time by the employee who created it, as long as it has not already been approved or rejected.

  • Once a shift swap request has been approved or rejected, it becomesis final and can no longer be changed or canceled.changed. If a change is still needed after that point, the employee shouldneeded, speak with a manager.

These rules help prevent scheduling conflicts and ensure proper coverage.

    What Happens After You Submit a Swap

    • If the other employee accepts the swap, it is sent to a manager for approval.

    • If the other employee declines, the request is closed and no changes are made.

    • Once a manager approves the swap:

      • The schedule is automatically updated

      • Both employees are notified via email or text of the approval

    Responding to a Co-Worker’s Shift Swap Request

    When a co-worker requests to swap shifts with you, the request will appear in the Co-worker Shift Swap RequestsOffers section of the swap tab in ShiftHub.

    To<Insert reviewa video of accepting a shift swap>

    1. Open Shift Hub and go to the request,Swap tab.
    2. Expand the Coworker Offers section.
    3. Tap the swap request card you canwant opento itrespond into. eitherLook offor shifts with the followingyellow ways:

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        Double-click“Waiting theon request,your or

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      • A

        Selectconfirmation thescreen request and click Review Request at the top of the page

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      This will open a pop-upopens showing the full details of the swap, including both shifts and a notice that manager approval is still required.

      1. Shift Getting — the shift swap,you including:

        would
          receive

        • Who sentand the request

          Employee who’s giving it up
        • Shift Releasing — the shift the employee is requesting

    4. The job role

    5. Your shift

    6. The co-worker’s shift

    7. When the request was created

      8. From this screen, chooseChoose one of the followingfollowing: options:

        1. Confirm

          Accept— Shiftyou Swapaccept –the agreesswap. It moves to theAccepted swapstatus and sendsis itsent to thea manager for final approval

          approval.

        2. Reject Shift— Swapyou – declinesdecline the requestrequest. and noNo further action is taken

          needed and the request is closed. The employee who initiated the swap will get notified that you rejected it.
        3. Cancel — closes the dialog without taking any action.

      Once you accept a shift swap, it is not final until a manager reviews and approves it. You will be notified once the manager makes a decision.

    Please note: The shift remains your responsibility until both the co-worker and the manager approve the swap.
    If either the co-worker or the manager declines the request, you are still responsible for working your shift or finding coverage.

    Shift Give Away

    Shift Give Away allows you to offer one of your upcoming shifts to other employees who work the same job role. If another employee chooses to pick up your shift, the request is sent to your manager for final approval before the schedule is updated.

    Viewing Shift Give Away Requests

    When you click My ShiftHub → Shift Give Away, you will see two sections:

    image.png

    My Shift Give Aways (top section)

    • This section shows shifts you have offered to other employees.
    • You will see the following statuses:

      • Waiting on co-workers - Your shift has been offered and is available for eligible co-workers to pick up.

      • Waiting on manager review - A co-worker has picked up the shift, and it is now pending manager approval.

      • Approved by manager - The manager has approved the give-away.

        • You (the employee who gave away the shift) will receive a notification confirming the approval.

        • The shift is officially reassigned on the schedule.

      Once a shift has been approved, it will remain visible in your My Shift Give Aways list until the day of the shift has passed. After the shift date is over, it will automatically drop off the list.


    Shifts Available to Pick Up (bottom section)

    • This section shows shifts that other employees have offered and are available for you to pick up.

    Statuses in this section may include:

    • Available to grab – the shift is open and has not been claimed yet

    • Waiting on manager review – someone has claimed the shift and it is pending manager approval

    Once a manager approves a give-away request, the shift is removed from the available list and added to the approved employee’s schedule.

    Creating a Shift Give Away Request

    To give away one of your shifts:

    image.png

    1. Go to ShiftHub → Shift Give Away tab

    2. Click Create Shift Give Away Request

    3. Select the shift you would like to give away from the dropdown

      • This list only shows future shifts that are eligible to be given away

    4. Click Send Request

    Your shift will then be shared with eligible co-workers who have the same job role.

    Important note:

    • Only shifts that are eligible to be given away will appear in this list.
    • A notification will be sent out to employees when a shift is given away. 

    Picking Up a Shift from a Co-Worker

    To pick up a shift someone else has offered:

    image.png

    1. Go to ShiftHub → Shift Give Away

    2. Look under Shifts Available to Pick Up

    3. Double-click the shift, or select it and click Review Request

    4. Review the shift details, including the job role

    5. Click Grab Shift

    Once you grab a shift, the request is sent to your manager for approval.

    Important notes:

    • You will only see shifts for job roles you are assigned to
      (For example, if you are not assigned as a Cook, you will not see Cook shifts.)

    • Picking up a shift is not final until your manager approves it.

    • You will receive a notification only after the manager has approved the request.

    Please note: The shift remains your responsibility until both the co-worker and the manager approve the give away.
    If no co-workers grab it or the manager rejects the request, you are still responsible for working your shift or finding coverage.

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