Skip to main content

How to use Shift Hub

This document will explain how to use ShiftHub to give away shifts or swap them with another employee.

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.

image.png

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.

 

Viewing Shift Swap Requests

This page is divided into two main sections:

image.png

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.

image.png

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’s shift dropdown will automatically update to show only eligible shifts:

  • Only future shifts

  • Only shifts from other employees

  • Only shifts in the same job role

For example, if you select a Bartender shift, the second dropdown will only show other Bartender shifts that are available to swap with.

After selecting both shifts, click Send Request.
The co-worker will be notified via email or text and can accept or decline the swap. If they accept, the request is then sent to a manager for final approval.

 

Important Rules for Shift Swaps

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

  • A shift can only be swapped or given away once, so it cannot be selected for another request.

  • You cannot request a swap if you are already scheduled to work during the time of the other shift.

  • If a shift swap cannot be submitted (Because you already work), the system will explain why.

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 that the shift still belongs to you until the co-worker has accepted it, and the manager has approved it. If at either point one of them reject or deny the shift swap, you will still be responsible to come in for your shift, or find someone else to cover it. 

 

 

 

 

How To Do a Shift Give Away

"This feature lets you offer your shift to other co-workers that belong to the same job role. To use, select the shift you would like to give away and then select Send Request. Your shift will be shared with eligible co-workers. If someone accepts your offered shift, your manager will review and give final approval."

Back to top