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Knowledge Center

Shift Board: Managing Time Off and Trades

Purpose Statement

  • Guide Scheduling Admins on how to manage time off requests and shift trades directly within the Shift Board.
  • Enables efficient approval, editing, and oversight of personnel scheduling changes to maintain operational coverage.

Background Information

  • Time off requests include vacation, sick, or other leave types submitted by personnel.
  • Trades are shift exchanges between two qualified users, requiring administrative review and approval to ensure compliance with policies and maintain adequate staffing.
  • Common use cases include:
    • Reviewing pending time off requests for upcoming weeks
    • Editing existing approved time off entries due to policy updates
    • Approving or denying trades initiated by personnel
    • Managing last-minute leave and trade changes to maintain coverage

Required Permissions 

  • Access Scheduling – to enter the Scheduling module
  • Access Shift Board – to view assignments and requests
  • Approve/Deny Time Off – to manage time off requests
  • Edit Time Off – to modify approved time off entries
  • Edit/Delete Any Time Off – to override entries as needed
  • Scheduling – Trades – Admin Routing Approval – to review and approve trades
  • Time Off – View in Scheduling Deputy – to see time off integrated within scheduling views

Video 

Step-by-Step Guide
 

1. Click on the First Due Logo, then select Scheduling > Shift Board.
 
 
2. Pending Trade requests live within the Trade section. To manage these requests, you can: 
  • Click the check mark to approve. 
  • Click the X to deny. 
3. Time Off request appears in the Time Off sections. To manage the request, you can: 
  • Click the checkmark to approve the request. 
  • Click the X to deny. 
4. When a request is approved or denied, you can type a note prior to approving or denying. 
 
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When a request is approved or denied, you can type a note in prior to approving or denying.
5. If a request is approved, you can: 
  • Edit the time off by clicking the pencil. 
  • Deny the request by clicking the X. 

Best Practices 

  • Do:
    • Review time off and trades daily to maintain schedule integrity.
    • Verify personnel qualifications when approving trades to avoid compliance issues.
    • Document reasons for denied requests in the notes field for transparency.
  • Don’t:
    • Approve time off or trades without confirming minimum staffing requirements.
    • Delete time off entries without notifying personnel to avoid confusion.
  • Common Mistakes to Avoid:
    • Overlooking pending requests leading to unapproved absences
    • Editing time off without validating date accuracy

Troubleshooting & FAQs 

  • Why can’t I approve a time off request?
    Check your permissions. You need Approve/Deny Time Off enabled in user roles.