My Shifts

My Shifts is a page that includes all of the shifts that have been assigned to you. If you have no available shifts and want to see if there are any shifts available to take, instead go to the Available Shifts page. From this page, you can see each upcoming shift, the date, the shift times, the role you have been assigned and the venue. Additionally, if you hover over the info button, you can see which Venue Manager assigned the shift and when it was assigned.

From here, you can also click the details button next to each shift, which will take you directly to the Shift Details page. 

Under the View button at the top of your shifts, your default view is upcoming shifts, but you can also choose to view previous shifts or your shifts in calendar format.

Exchanging Shifts

You can also see the option here to exchange shifts with someone else. Exchanging shifts allows you to swap shifts simultaneously with another staff member. This is important for staff who are on strict hour-limited contracts, as they will not be able to take a shift first before giving another away (as they would go over their limit, and this is automatically blocked).

It is important to note that a staff member will only be able to swap shifts if the shift has not been locked and/or there are other staff members with the same skill available to work, and they choose to accept the swap. When you select the exchange shifts option, staff will see a list that shows who can work that shift and whether those staff can receive the shift.

Once a staff member has selected the colleague with whom they would like to exchange shifts, they will be shown that staff member's shifts, which they can take in return. The selected colleague will get final approval before the shift exchange is confirmed.

When approved, the swap is made instantly and simultaneously.

Shift Acknowledgement or Confirmation Process

How staff can interact with shifts on the My Shifts page depends on what has been set up under contracts. Depending on set-up, staff will either be required to acknowledge a shift when they are assigned to it, or they will be able to confirm their shift. 

These settings can be configured either at the Contract Level (so staff with a certain contract need to acknowledge or confirm their shifts) or at the Venue Level (so all shifts at a venue need to be confirmed or acknowledged). 

Acknowledging shifts can be completed in bulk, and the staff member does not have a way to reject the shift. It is simply a way for them to confirm they are aware of the shift and its details.

Confirmation requires staff to accept each shift. Additionally, they have the option to reject the shift. This will return the shift to an unassigned status (you can choose which one within the venue’s settings).

To make changes at the Contract Level, go to Manage Contracts, edit a contract and go to the Shift & Time Entries tab. Under Shift Confirmation or Acknowledgement, you can choose one of the options.

Staff can either acknowledge shifts, be required to confirm each shift or use the confirmation not required option. This last option allows staff to reject a shift, but they don't need to confirm it to work the shift.

This works the same way for Venue settings; simply go to System > Departments & Venues > Manage Venues > Edit your chosen venue and go to Shift Configuration > Shift Confirmation or Acknowledgement. You will have the same options for how you want staff to acknowledge the shift; however, you are given an additional option of setting up what you want to do with rejected shifts. You can change them to an open shift to take, or require a manager to assign the shifts. To see the different options, view our article here.

Trigger shift rejection notifications

Managers can set up triggers to receive notifications whenever a staff member rejects a shift. To enable this, configure a trigger using Shift Rejected as the event and specify the desired notification action for managers.

Shift Details

You can also see more information about the available shifts by clicking the INFO button. In addition to the information on the available shifts page, the shift details page includes information about who you will be working with, details about when and where to arrive, and the event and shift history.

This page will also include the option to directly offer to work this shift or let the system know you are not interested in it.