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How to use Shift Hub on the Website

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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To get to Your ShiftHub

  • Log into Scheduling

  • Click the dropdown next to your name in the top-right corner

  • Select My ShiftHub

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:

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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 (Waiting for co-worker to accept, Waiting for manager approval, or Approved)

  • 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.

Creating a Shift Swap Request

When you click Create Shift Swap Request, a pop-up will open where you can choose the shifts you want to swap.

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In the Select your shift dropdown, you will see all of your upcoming scheduled shifts. Choose the shift you want to give up.

Once you select your shift, the Select co-worker’worker's shift dropdown will automatically update to show only shifts that are eligible shifts:to be swapped with your selected shift.

The system automatically evaluates all shift swap rules and only displays shifts that meet the requirements, including:

  • Only futureFuture shifts

    only
  • Shifts

    Onlyassigned shifts fromto other employees

  • Shifts

    Onlythat shiftsdo innot thecreate samescheduling conflicts

  • Shifts where both employees are qualified to work each other's job role

    roles

For example, if you selectare aassigned to both the Bartender shift,and theServer secondjob dropdownroles, willyou onlymay showsee otherboth Bartender and Server shifts that are available to swap with. However, the system will only display shifts where the other employee is also eligible to work the shift you are giving up.

After selecting both shifts, click Send Request.

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

Important Rules for Shift Swaps

  • A shift can only be swappedinvolved in one active swap or givengiveaway awayrequest once,at soa ittime. cannotOnce bea shift has been selected for another request.

  • If you have already swapped or given away a shift,request, it will not appear as an option again.

    for
    • additional
  • requests

    Youuntil cannotthe original request ais swapcompleted ifor you are already scheduled to work during the time of the other shift.canceled.

  • If a shift swap cannot be submitted (Because you already work), 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 explainnot why.be displayed.

  • A shift swap request can be canceled at any time by the employee who created it, as long as it has not been approved or rejected.

  • Once a shift swap request has been approved or rejected, it becomes final and can no longer be changed or canceled. If a change is still needed after that point, the employee should 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 Requests section of ShiftHub.

    To review the request, you can open it in either of the following ways:

    • Double-click the request, or

    • Select the request and click Review Request at the top of the page

    image.png

    This will open a pop-up showing the full details of the shift swap, including:

    • Who sent the request

    • The job role

    • Your shift

    • The co-worker’s shift

    • When the request was created

    From this screen, choose one of the following options:

    • Accept Shift Swap – agrees to the swap and sends it to the manager for final approval

    • Reject Shift Swap – declines the request and no further action is taken

    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:

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    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.
    • If a shift has already been swapped or given away, it will not be shown because it cannot be offered again.
    • A notification will not be sent out to employees when a shift is given away. You will need to frequently check back to see if there are any available shifts to pick up

    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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