Join Nick Brazzi for an in-depth discussion in this video Managers: Approve swaps and time off requests, part of Microsoft StaffHub Essential Training.
- [Narrator] In a few other movies, we saw how staff workers can request to swap shifts, or request time off. Now, in this movie, I want to see what a manager needs to do to review, approve, or decline requests like this. When it comes to shift change requests, a staff worker would not use the StaffHub website, but for managers, there are some useful tools here on the website. Mangers can review change requests using either the webpage or the mobile app, but the features you have available are quite different between the webpage and the mobile app.
So let's start with the webpage. Here, you're not going to see any notifications or alerts that there are pending requests. You will not receive an email message about requests, but you will see requests represented on the schedule itself. So I can see here, there is a time off request right here on the schedule. A worker can submit a request on a week where the schedule has been published, or, let me skip ahead to another week, they can submit time off requests on a schedule that has not yet been published.
Either is completely fine. So let me go back to that week that has already been published, where there is a pending time off request. What I'm going to want to do is point at this box. I'll see this button with the arrow on it appears. I can click on that to open this up, and I can review this change request. As the manager, I have the opportunity to either approve or deny this request. So I'm going to approve this. I could write a message here if I wanted to put in more notes, but for now I'm just going to hit approve, and now that has been approved.
It appears here on the schedule, and the worker who requested that time off will get a notification in the mobile app, letting them know that that change has been approved. But the problem I have here now is that I've approved this time off, but this worker is currently scheduled to work that day. Now, as the manager, it's my responsibility to assign another worker to fill in, and alert them to that change, or to simply let this shift go uncovered. As the manager, you'll need to weight the needs of your organization to decide whether you're going to approve these requests, and change the schedule accordingly.
But that's how it works on the website. You have a little bit more information available if you work on the mobile app. So let's switch over to the iPhone, and I'm signed in to the StaffHub app as the manager for this team. Before I even launch the app on this phone, I want you to see something. There's a notification telling me that one of my employees just sent in a shift change request. So that's one nice advantage of keeping the mobile app on your phone, even as a manager. You will receive notifications when your workers send these requests.
Okay, now let's go into the app. So I'm going to launch StaffHub, I'm going to go to the requests section, and I can start to review the requests that I've received. Now there's two sections here. There's in progress and done. All of the requests that have been approved or denied in the past are down there in the done section. So I want to focus on the requests that are currently in progress. I can see there is a badge on the request button down at the bottom of the screen, telling me that I have three new requests that I need to review. And so I can see three new requests in the in progress section.
So let's take a look at one of these. I'm going to tap on this time off request from Stewart, and I can review the details. I can see what he's asking for, and I can decide whether I want to approve it. And so I'll go ahead and do that. I'll just tap approve, I could put in a note here if I want to, but I'm just going to send approval. Now everything is green on the timeline here, and if I hit the back button in the top left, I can see that time off request has moved down to the done section, and everything's all set. Now that this is approved, that worker will receive a notification in the mobile app on their device, and their schedule will update accordingly.
Now, here's something you should be careful of. I can see notifications here in the app, and I can see a nice list of all of the change requests here in the app, but I do not get to see the whole team's schedule at a glance, like what I see on the website. So you should be careful about things like this. Let's take a look at this swap request. I'll tap on that to see the details. The first thing to be aware of is that I did not even see this swap request on the website interface. I can see time off requests on the website, but swap requests are only visible in this list on the app.
Now the second thing to look out for, at first glance, I would probably approve this request. But this is a request to swap a four hour shift for an eight hour shift. That might push one employee over 40 hours for the week. In the United States, if an hourly employee goes over 40 hours in a week, they will need to be paid for overtime, which can cause budget problems for managers, so it might be a good idea to rely on the app for notifications and a convenient list of all the requests, but I also encourage managers to open the schedule on the StaffHub website interface as well, to review how these changes will affect their employees' cumulative hours for the week before approving something.
So, since I do not want to swap an eight hour shift for a four hour shift, I'm going to deny this request, and I'll put a quick note in here. Then I'll tap deny, and now this turns red, it shows that I have denied the request. I can hit the back button in the top left, and this has moved down to the done section, but it's labeled denied. So that's the manager's point of view on shift change requests. Be sure to consider all the resources you have available.
Some managers will work only on the webpage, and some will use the mobile app. But there are some very useful features on both, and you might consider having both of them open when you review these change requests.
In this course instructor Nick Brazzi shows managers and employees what they need to know to use StaffHub. He begins by showing how to create a team in StaffHub, invite employees to join teams, and organize employees staff into groups. Next, Nick covers all the aspects of work schedules—from how to create, modify, and view schedules to how employees can work together to cover shifts. He shows how to send messages to team members, share files with team members, and post communications using Day Notes. Lastly, Nick covers how to modify StaffHub settings to tailor it to your company and team.
- Creating teams and groups
- Managing teams
- Accepting invitations
- Managing multiple active teams
- Building a schedule
- Setting shifts
- Viewing a schedule
- Requesting time off
- Requesting to swap a shift
- Approving swaps
- Approving time off requests
- Sending messages
- Sharing files with teams