Shift - Manage Requests of Holidays and Leaves of Absences Tutorial

In this video, you will learn about managing requests for holidays and leaves of absences.
The video covers how to use the Shifts tool to create schedules and request modifications.
It also explains how team members can request holidays, swap schedules, and propose changes to colleagues.
Managers have the ability to accept or refuse these requests and can leave notes for the person making the request.
This tutorial will help you effectively manage requests for time off and ensure smooth scheduling.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive overview of the Shifts tool, detailing its functionalities for schedule management, including how team members can request modifications, holidays, and swaps, as well as the manager's role in this process.

Chapitres :

Introduction to Shifts Tool
The Shifts tool is designed to facilitate the creation and management of work schedules within a team. It empowers team members to actively participate in their scheduling by allowing them to request modifications directly from their managers.
Requesting Schedule Modifications
Team members can request changes to their schedules through the Shifts system. This includes: - **Requesting a Holiday**: Team members can submit requests for time off, which managers can review and approve or deny. - **Schedule Swaps**: This feature allows a team member to propose a change in their schedule to a specific colleague. The request is open-ended, meaning it can be accepted or declined by the colleague.
Manager's Role in Schedule Requests
Managers play a crucial role in the Shifts system. They have the authority to: - **Accept or Refuse Requests**: Managers can review the requests made by team members and decide whether to approve or deny them. - **Leave Notes**: When responding to a request, managers can leave notes for team members. For example, they might remind the employee to check their next working day or confirm if the proposed schedule is acceptable.
Responding to Shift Requests
To reply to a shift request, managers can navigate to the same tab where the request was submitted. This streamlined process ensures that all communications regarding schedule changes are centralized, making it easier for both managers and team members to keep track of requests.
Conclusion
The Shifts tool enhances the scheduling process by allowing team members to take an active role in managing their work hours. By enabling requests for holidays and schedule swaps, and providing managers with the ability to respond effectively, the system fosters better communication and flexibility within teams.

FAQ :

What is the purpose of the Shifts tool?

The Shifts tool is designed to help teams create and manage work schedules efficiently, allowing team members to request modifications to their schedules.

How can a team member request a holiday?

A team member can request a holiday through the Shifts tool by submitting a formal request for time off, which will then be reviewed by their manager.

What is a shift swap?

A shift swap is an open request made by a team member to change their scheduled shift with another colleague, allowing for flexibility in scheduling.

What happens if a manager declines a request?

If a manager declines a request, the team member will be notified, and they may receive a note explaining the decision or suggesting alternatives.

Can managers leave notes on requests?

Yes, managers can leave notes on requests to provide reminders or additional information to the team member regarding their schedule.

Where can I reply to a shift request?

You can reply to a shift request in the same tab where the request was submitted within the Shifts tool.

Quelques cas d'usages :

Managing Team Schedules

Using the Shifts tool, managers can efficiently create and adjust team schedules, ensuring that all shifts are covered and team members are aware of their responsibilities.

Requesting Time Off

Team members can utilize the Shifts tool to submit holiday requests, allowing for better planning and management of time off within the team.

Facilitating Shift Swaps

The Shifts tool enables team members to propose shift swaps, promoting flexibility and collaboration among colleagues while ensuring that all shifts are adequately staffed.

Improving Communication

Managers can leave notes on requests to enhance communication with team members, providing clarity and reminders about their schedules.

Streamlining Approval Processes

The Shifts tool allows managers to quickly review and respond to schedule modification requests, improving the efficiency of the approval process.

Glossaire :

Shifts

A tool designed for creating and managing work schedules within a team.

Schedule Modification

The process by which a team member requests changes to their work schedule, such as time off or shift swaps.

Holiday Request

A formal request made by a team member to take time off from work for a holiday.

Shift Swap

An open request made by a team member to change their scheduled shift with another colleague.

Manager Approval

The authority of a manager to accept or decline requests for schedule modifications made by team members.

Notes

Comments or reminders that a manager can leave regarding a schedule request, such as checking the next working day.

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As Shifts is a tool developed

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to create schedules,

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the system allows a team member to

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request a modification

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of such schedule to his

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manager. This system allows the team member

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to request a holiday,

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make a swap of

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schedule, which is an open request to change,

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or propose a change to another

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colleague, which is targeted

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to a colleague in specific.

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It is up to the manager

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to accept or refuse such

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request while also having the

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possibility to leave a note.

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Example, reminding the person to

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check their next working day or check if

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the schedule proposed is OK. Replying to a

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shift request is done in the same tab

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as where the request was done.

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