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  2. Schedule Management
  3. Schedule Management General

Using Shift Drop/Swap

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Shift swapping allows employees to swap their shifts with other employees from the same store. Dropping shifts helps them to remove a shift from their schedule, making it available for other employees from the same store to work.

In this article we will learn:

Using Drop/Swap Shift as an Employee

Use this section to learn about how you as an employee can utilize the Drop/Shift request feature.

Creating a Shift Drop or Swap a Request

As an employee, you can drop/swap a shift assigned from the My Schedule widget on the Employee Dashboard (My Dashboard). To drop or swap a shift:

  1. From the Menu bar, select the Profile icon and then select My Dashboard. Your employee dashboard appears.
    drp_swa1.png
  2. Your shifts appear in the My Schedule widget.
    drp_swa2.png
  3. Select Drop/Swap next to the shift you want to drop or swap. The Drop/Swap Request screen displays. 
    drp_swa3.png
  4. In the Request Type toggle, select DROP or SWAP.
    drp_swa4.png
  5. When you select SWAP, the Date field appears. Select the date on which you’re available and would like to swap shifts with your coworker.
    drp_swa5.png
  6. From the Request To drop-down, select the employee to send the drop request to.
    Do note that the swap request with the co-worker should reflect the same position and time as yours. However, if the drop-down list is empty as the image shows, you will be unable to request the drop/swap. 
    In case of creating a shift drop request, you don’t need to select a date. Instead, you are required to select one or more eligible employees to which you want to drop your shift to.
    drp_swa6.png

  7. In the Reason for request field, enter the reason for your request. 
  8. Select Save And Close. 

This completes submitting a drop or swap request for your shift.  

Note: 

  • When a shift has been dropped/swapped, the link in the My Schedule widget changes to display as Pending.
  • When drop/swap has been approved, the shift is removed from the My Schedule widget and assigned to the other employee.

Viewing and Cancelling Pending Requests

You can view and cancel your pending drop/swap requests from your Dashboard (My Dashboard).

  1. When a drop/swap request is created, it reflects within My Requests widget.
    drp_swa7.png
  2. Click View. This takes you to the Requests page.
  3. Select the update icon 1editicon.png against the request.
  4. Click Delete when the pop-up appears.

You can also use the Epicor S+ Employee App (Mobile) to view the shift requests within the Requests screen.

Applying for Available Shifts

Employees can view the available shifts for them to apply that were dropped/swapped by their co-workers within Available Shifts widget on their Employee Dashboard (My Dashboard).
Click Apply requests to apply for the available dropped or swapped shifts. The Apply button turns to Pending forwarding the requests to the manager for approval.

Setting Up Notifications

Employees can set the notification preferences from the Employee Settings screen:

  1. Select the Employees tab > update icon 1editicon.png.
  2. Choose the Notification Preferences tab. Here, the employee(s) can select how they prefer to receive the shift drop and swap notifications.sced_notif.png
  3. To check alerts and confirmation messages related to shift drop/swap, navigate to the Notifications widget on My Dashboard page displays.

Dropping or Swapping Shifts on the Scheduling+ Mobile App as an Employee

You can use the Epicor S+ Employee App (Mobile) to create a drop/swap request from the Scheduling screen, within My Schedule tab. A drop/swap icon is available next to the shifts which can be dropped or swapped.
drp_swa13.png

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Using Drop/Swap Shift as a Manager

You can configure permissions for Drop/Swap requests of your employees.

Accepting or Denying Shift Requests

You can view the Shift Swap/Drop requests submitted by your employees in the Employee Requests (Pending) widget on the Store Dashboard.
drp_swa10.png

The widget contains the employee time-off requests along with shift requests that are pending for your review.

  1. You can also select Review from the Employee Requests (Pending) widget itself to view the request or click View to expand the requests page.
  2. Once the window appears, you can Approve or Deny the request as per your choice.

Updating Conditions for the Shift Drop/Swap Requests

You can configure the value to determine the acceptance deadline for a shift drop/swap request. 

  1. Within Company settings > Update or Store Settings > Update.
  2. Enter the value in the Minimum Hours Prior To Drop/Swap field.

Sending Drop/Swap Alerts

As a manager, you can configure alerts that are sent to you and other managers via emails or SMS.

  1. Click the gear icon gearicon.png to expand the settings.
  2. Within Company Settings > Alerts.
  3. Select Add Alert.
    drp_swa12.png
  4. In the Alert Type field, expand the drop-down menu.
  5. Select the type of alert specific to dropping or swapping shifts.
    • New Drop/Swap Request - Emails and/or an SMS are sent when a new drop or swap request is created in any of the stores set as the scope of this alert. 
    • Drop/Swap Request Processed – Emails and/or an SMS are sent whenever the manager makes the decision on a shift request of stores set as the scope of this alert.

You’re now briefed on how to use the dropping and swapping shifts feature.

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