Join Nick Brazzi for an in-depth discussion in this video Staff workers: Request to swap a shift, part of Microsoft StaffHub Essential Training.
[Instructor] As a scheduled worker, at some point you may need to request a change to your schedule at a fairly short notice. In that case, your manager might give you the responsibility of finding a co-worker to cover your shift. Fortunately StaffHub has a way for workers to request to swap a shift with one of your teammates. In this movie we'll see the point of view of the worker requesting the swap, and another co-worker that may accept or decline the swap. Requesting a shift swap is in the same place as requesting time off.
We'll need to go to the requests page. On the iOS app you'll just press the request button near the bottom of the screen, and that button will be near the top of the screen on the Android app, which of course takes you to the requests page. And here I can see a list of all of the previous requests that I've sent in. But I want to make a new request, so I'll hit the plus button which is in the top right corner of the iOS app, or the bottom right corner on the Android app. We talked about requesting time off in another movie so I'm going to go to the second option, requesting a swap or offering a shift.
And I have two options here and I can toggle between them up here at the top. I can swap a shift, which means I will trade one of my shifts for somebody else's shift, or I can simply offer my shift, giving somebody else the opportunity to simply take over one of my shifts. Let's stick with the swap first. And all I need to do is fill in the two shifts, so first, the shift that I want somebody else to cover. I'll tap on this field, and then I'll go through calendar. Now looking at this little mini calendar, I know which days I'm scheduled to work because those days have the dot on them.
So if I go to February nine, I can see I have a date scheduled. I'm logged into the app as Lea so we're looking at Lea's schedule. So I can tap on the shift that I want somebody else to cover, and then I'll go to the next box. This is where I'll choose the shift that I'm offering to cover in return. So I'm available on February 10 to cover somebody's shift, so I'll select that day, and I can see that Judson has a shift on that day so I can offer to cover that shift for him.
So, I'm going to select that and now I've set up the swap. I have the shift that I want somebody else to cover, and I have the shift that I'm willing to cover in return. Then there is a text box below that, I could tap on that, and I could put in some reason and this could be notes for the person I'm offering to swap with, or it can be notes for the manager, any more details that you might want to put in there. And when you're ready, you submit the request. So I'll just hit send request. So now that request is in progress, I can see it here on this screen and if I hit the back button up at the top left corner, this is the main request page.
And I can see that the swap that I just requested is still in the in progress section. I can always come back here and tap on that, and I can see the progress. So right now it's waiting for my co-worker to accept or decline this offer. So now I'm switching over to a different phone. On this phone, I'm signed into the StaffHub app as Judson, the person who has been requested to swap shifts. So if I swipe over here, I can see that I've got one notification on that app. So there's some new bit of information that I have not seen in the app, so let's launch the app and take a look.
Now I briefly saw the notification up at the top of the screen, but that faded away. However, if I look at the bottom of the screen I can see that number one on the request page. So if I tap on that, I can see a request in progress. So it says that I have a swap request from Lea, so I'll tap on that and see what it looks like. So I can see the details of the request, I can see the shift that she is offering, the shift that I have that she's willing to cover in return, and I can see the timeline up at the top and so it's waiting for me to accept or decline.
So let's do that, I'm going to hit the accept button down at the bottom of the screen. If I want to put in some notes here I can, but I'm just going to hit send approval. And now I have approved this part of the swap request, and it's moved one step forward in the timeline. Now, we're waiting for the manager's response. I want to talk about the manager's point of view in a different movie. But for now, I want you to see if I hit the back button in the top left corner, I can see that this is still on my list, it's still in progress. And if I switch back to Lea's phone I can see the StaffHub icon here on the start page, and I can see there's a badge on that telling me I have two notifications.
So if we tap on that to launch StaffHub here on Lea's phone, I can see that badge on the request button so I'll tap on that to go to the requests page, and I can see the previous request that we did in another movie is down here in the done category, but the swap request that we're working on is still in the in progress category. So I'm going to tap on that to see the details, and I can see the timeline at the top. I can see that my co-worker approved the swap, but we're still waiting for the manager response. So, I'm going to hit the back button to go back to the pending request page.
And as a matter of fact, I'm just going to close the app. At some point, my manager will approve this swap and I'll see a notification on the screen like this. So that tells me that the manager has approved that swap. So now if I go back into StaffHub, back here on the requests page I can see that that swap is moved down to the done category. Great news. And of course if I tap on that, I can see the timeline is completely filled out, it's turned green and that shift change has been approved. And that change in my schedule and in Judson's schedule will appear on our schedules when we go back to the main page in the app, the my shifts page.
Okay, let's go through one more request. So I'm going to go back to the requests page, hit the plus button again, choose swap or offer shift, and I'm going to switch up at the top to offer my shift. With an offer, all you're doing is offering your shift to another person. So I'll need to choose the shift that I'm offering. So I'll tap on that, and let's say I have a shift on the 16th I'll choose that, then I'll select the team member that I'm offering this shift to.
If I tap on that field I see a list of all the other members of my team, I'm going to offer this shift to Stewart, he needs a little bit more time on his schedule so that will work, and then I'll hit next up at the top. And then there's a text field down here at the bottom I could tap on that, and I could add some details or some notes if I wanted to. For now I'm just going to hit done, and then I'll hit send request. At this point it's pretty similar to what we saw for the swap request. I'm waiting for my co-worker to approve that offer, and then for my manager to approve it as well.
So in a moment Stewart will accept this offer, and I see this request moves one step further down the line. Just to see what it looks like, I'm going to back out of this, close the app, and then eventually the manager will review this request and I see this notification. Now in this case the manager declined the shift change. So now if I launch the app, go back to requests, you'll see this has moved down to the done category but it has the word declined next to it.
I could tap on that and see more information, and if the manager did put in some notes explaining why this was declined, I would see that information there. So this means I'm still responsible for that original shift. I can always request vacation time or sick time, or I can try to swap or offer it to another co-worker. At this point it's probably a good idea to talk to my manager, or look at any notes they might have left to find out why the shift change was not approved then move on from there. So again, we've seen the point of view of the staff workers in this movie.
In a separate movie, we'll see how this works from the manager's perspective.
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