You decided to create open shifts and let your employees claim them on a first-come-first-serve basis. That’s great, and will help you build your schedule much faster! But, wait! Do you want to be able to approve the shifts that users have claimed before they are finalized? No problem! Connecteam’s shift approval capability allows you to do just that!

What is shift approval and why you should use it?

When using Open Shifts in the Job Scheduler feature, enabling shift approval allows an Admin to approve shifts that were claimed by a User before they are published on the user’s schedule. All the users qualified for the job set will be able to claim the shift, but through shift approval, the Admin decides who gets the shift. This gives you the ability to stay on top of who claimed which shifts, and ensure that only shifts approved by you get published. Using Shift Approval gives you the ultimate flexibility to set up the schedule quickly, while still remaining in complete control of how the final schedule will look!

Pro tip: Want to learn more about open shifts? Check out our article on Open Shifts.

Step by Step: How to set up Shift Approval

Follow these steps in order to set up shift approval.

  1. Navigate to the Job scheduling feature on the left sidebar and enter the relevant schedule.

  2. Create a shift, and then be sure to set it as an open shift by selecting the enable users to claim this shift box. Make sure to set the number of available spots to claim.

  3. To enable the shift approval, check the required admin approval for the claim shift box.

Pro tip: Do you schedule this shift often? Be sure to save it as a template. This will save you even more time when doing scheduling.

How does it look from the Admins perspective, when a shift is sent for approval?

When a user claims a shift, their request is automatically sent for approval. The requests appear in the job schedule underneath the open shift itself.

First, you will see the number of requests that there are. Notice there may be more requests than the number of available spots to claim. This is because, as mentioned previously, when using shift approval any qualified user has the ability to claim the shift. The admin, however, has the ultimate say on which users will get the shift.

In the example below you can see that the open shift has six requests but only four available spots.

Pro tip: Not sure what we mean by a qualified user. Check out our article on Qualifying users to jobs to learn more about it!

When clicking on the requests, a window appears providing a summary of the users who requested to claim the shift. You will be able to see if there is a conflict, meaning if a user is already assigned to a shift on the same day. You will also see a summary of how many shifts and hours each user is already scheduled for during the week. This allows you to stay on top of the number of hours each user works, and thus manage your company’s overtime hours by approving shifts accordingly.

In the example below, you can see that Pamela is already working a shift this day and the conflict is displayed by a red dot.

As an Admin how do I approve or decline a shift request?

So, now that you know how everything looks, you want to know how you approve the requests? Great! Simply select the users from the list whose shift you would like to approve! Once all the open spots are claimed, we also give you the ability to reject all the remaining requests. Don’t forget to confirm the assigning!

How does it look from the user’s perspective, when a shift is sent for approval?

When users claim a shift, they automatically receive a message saying their request has been sent for admin approval. When the shift is accepted or declined a notification is sent letting them know. Only once the request is approved will the shift appear on their schedule.

Pro tip: Share this article with your employees so they can learn how to claim shifts

Still, have questions?

Don’t hesitate to contact us, our customer support team will be happy to answer your questions and help set your app to fit your team’s needs like a glove!

Open shift approval is available from the advanced plan and above

Did this answer your question?