Purpose Statement

The Admin Entered Trades feature enables administrators and scheduling supervisors to manually record shift trades between personnel members directly in the Shift Board. This functionality ensures accurate tracking of shift exchanges, maintains proper staffing levels, and provides a clear audit trail for all schedule modifications made on behalf of field personnel.

Background Information

Admin Entered Trades is essential for departments where personnel arrange trades outside the system or when administrators need to facilitate urgent schedule adjustments. This feature supports both full and partial shift trades, reciprocal trade arrangements, and comprehensive documentation through notes. Common use cases include last-minute coverage arrangements, verbal trade agreements that need official documentation, and situations where field personnel cannot access the system directly to enter their own trades.

Required Permissions

1. Access Scheduling 
   
2. Access Shift Board 
   
3. Add/Edit personnel into the Shift Board
   
4. Scheduling - Trades - Admin Routing Approval

Video

Step-by-Step Guide

Step 1: Access the Shift Board

Navigate to Scheduling > Shift Board from the main menu to open the scheduling interface.

Step 2: Initiate Trade Entry

Right-click on the individual who is trading their shift. From the context menu that appears, select Add Trade.

Step 3: Select Trade Partner

In the trade dialog box, type the name of the individual receiving the traded shift. As you type, the system will display matching personnel. Click to select the correct individual when they appear in the dropdown.

Step 4: Configure Trade Details

Set the trade parameters according to the arrangement:

• Shift Type: Choose between Full Shift or Partial Shift trade
• Reciprocal Trade: Enable this option to schedule a return shift date where the receiving member will work for the original member
• Notes Section: Add any relevant information about the trade arrangement, approval details, or special circumstances

Once all details are configured, click Save to record the trade.

Step 5: Verify Trade Display

The completed trade will now appear on the Shift Board with appropriate visual indicators showing the trade arrangement between both personnel members.

Best Practices

• Always verify both parties have agreed to the trade before entering it into the system
• For partial shift trades, clearly specify the exact hours being traded
• Set up reciprocal trades immediately to ensure balanced scheduling
• Review department policies regarding trade limits and blackout dates before processing
• Send confirmation notifications to both parties after entering the trade
• Maintain documentation of any offline trade requests for audit purposes

Troubleshooting & FAQs

1. Q: Why can't I find a specific person when typing their name? 
   
1. A: Ensure the person is active in the system and assigned to a valid shift schedule. Check for spelling variations or use of nicknames versus legal names.
   
2. Q: Can I edit a trade after it's been saved? 
   
1. A: Yes, right-click on the trade in the Shift Board and select Edit Trade. You must have appropriate permissions to modify existing trades.
   
3. Q: What happens if I need to cancel an admin-entered trade? 
   
1. A: Right-click on the trade and select Cancel Trade. This action will require confirmation and may trigger notifications to affected personnel.
   
4. Q: Can I enter a trade for dates in the past? 
   
1. A: This depends on your department's configuration. Some systems allow backdating for record-keeping, while others restrict trades to future dates only.