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 Scheduling > Shift Board.

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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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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.