The Shift Replacement capability allows users to find a replacement for their shift among their fellow qualified teammates. This will save you time and effort, and save your team the long & late-night phone calls to find replacements last minute.
In this article, we will cover:
How To Enable User Shift Replacements
For your users to be able to send a shift replacement request to other qualified users, you need to first enable the capability by following these simple steps:
Access the Job Scheduler from the left sidebar
Click on Access Schedule
Click on the Settings button from the top right corner and access the Mobile App tab
Scroll down until you find the section Enable Shift replacement requests and make sure you check the box on its left side to activate it
If you wish to require admin approval for the shift replacement requests sent by users, then make sure to check the box Replacements requires admin approval
Then click on Save Changes
All done - your users can now send shift replacements to their qualified fellow teammates!
How Users Can Send Shift Replacement Requests
Users can find a replacement for their shifts, from both the mobile app or desktop, with a few simple steps.
Access your Job Scheduler
Find the specific shift you wish to find a replacement for and press on it to open it
Press on Find replacement
A pop-up window will appear with a list of all users who are qualified for the job, and it will display which of these are available and unavailable to replace you for the shift. Select one or multiple available users and then click on Send request.
Please note: The shift will remain assigned to the original user until the replacement is accepted. Once accepted, the shift will be assigned to the new user.
Once the shift replacement is sent, all selected recipients will receive a push notification and can accept or reject the request by accessing their Job Scheduler, then their Replacements tab, pressing on the request, and then selecting either Accept or Reject.
Please note: if you send the replacement request to multiple users at once, the one who accepts it first, will prevent all others from accepting it. If admin approval is mandatory, your admin will have to review and decide whether to approve or not. If there is no admin approval required, once the first user accepts the replacement, they will be assigned to the shift.
ℹ️ Frequently Asked Questions
Can users see their request history?
Yes. Each user has their personal Replacements tab where they can always view their previous requests or previous requests they have received.
Can users delete replacement requests?
Yes! All they must do is enter their Replacements tab, access the Sent by Me section, press on the specific request they wish to cancel, and select Cancel Request. Please note that only pending requests can be deleted, and not those that have been already approved.
Is it possible for users to view other users' availability when asking for a replacement?
Yes! If a user is unavailable or has an overlapping shift at the same time, the user will be warned.
What does an admin see while a replacement request is pending?
Admins can see replacement requests before they are finalized. A shift with an open replacement is flagged on the schedule and appears under Pending Replacement Requests in the Issues view, and on mobile it shows in the Unresolved Issues bar. This applies both while the request is waiting for a coworker to respond and while it is waiting for admin approval, giving you early visibility into shifts that may need attention.
*The shift replacement capability is available from the Advanced plan under the Operations Hub*
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