Managing Time Off and Trades From The Shift Board

Managing Time Off and Trades From The Shift Board

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.

  • πŸ‘₯ Common use cases include:

    • βœ… Reviewing pending time off requests for upcoming weeks

    • βœ… Editing existing approved time off entries due to policy updates

    • βœ… Approving or denying trades initiated by personnel

    • βœ… Managing last-minute leave and trade changes to maintain coverage


Required Permissions πŸ”‘

  • Access Scheduling β€“ to enter the Scheduling module

  • Access Shift Board β€“ to view assignments and requests

  • Approve/Deny Time Off β€“ to manage time off requests

  • Edit Time Off β€“ to modify approved time off entries

  • Edit/Delete Any Time Off β€“ to override entries as needed

  • Scheduling – Trades – Admin Routing Approval β€“ to review and approve trades

  • Time Off – View in Scheduling Deputy β€“ to see time off integrated within scheduling views


Video 


Step-by-Step Guide

1. Click on 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. 
​
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 ⭐

  • βœ… Do:

    • βœ”οΈ Review time off and trades daily to maintain schedule integrity.

    • βœ”οΈ Verify personnel qualifications when approving trades to avoid compliance issues.

    • βœ”οΈ Document reasons for denied requests in the notes field for transparency.

  • ❌ Don’t:

    • βœ–οΈ Approve time off or trades without confirming minimum staffing requirements.

    • βœ–οΈ 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 πŸ› οΈ

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

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