How to use Shift Hub

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.

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:

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

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.

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

A shift can only be swapped or given away once, so it cannot be selected for another request.
If you have already swapped or given away a shift, it will not appear as an option again.
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.
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

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:

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:

Go to ShiftHub → Shift Give Away tab
Click Create Shift Give Away Request
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
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:

Go to ShiftHub → Shift Give Away
Look under Shifts Available to Pick Up
Double-click the shift, or select it and click Review Request
Review the shift details, including the job role
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.