Managing Your Team's Schedule

Purpose

Scheduling is not part of the Reporting Manager role by default. Your company grants it per role. This article explains the three access levels, what you can do at each, how to approve the shift swap, offer, and claim requests your team sends from the mobile app, and why an approval can be refused.

Who can do this: Reporting Managers whose role has been granted Employee Schedule access (View or Full). The Reporting Managers role by itself has none.

When to use this: you build or adjust your team's shifts, or a team member has sent a swap, offer, or open-shift claim request that is waiting for approval.

Your access level

Schedule capability is a per-role grant called Employee Schedule in Manage Users.

Full Access is the documented level for approving swap, offer, and claim requests. If you can see requests but cannot act on them, ask your HR administrator to check this grant.

Whatever your level, you only see the employees your role covers. For the Reporting Managers role that means your direct reports.

With Full Access: build and publish

The screens are the same ones your admins use, limited to your accessible employees:

• Build and publish shifts: Managing Shifts. Shifts are invisible to employees until you publish them. Publishing sends the shift notification your company has configured.
• Grid views, budgets, and bulk import: Scheduling Grid.

Approve swap, offer, and claim requests

Your team sends these requests from the UZIO Mobile App. You approve them on the web. There is no approval for shift requests in the mobile app.

Swaps and offers are approved from one place, open-shift claims from another.

Swap and offer requests

1. Open the scheduler and click the Need Approval icon at the top of the grid. The dropdown lists Shift Swap Requests and Offer Shift Requests, each with the number waiting.
2. Choose the request type and review the employees and shifts involved.
3. Click Accept or Reject.

Open-shift claims

Claims are not in the Need Approval dropdown. They sit on the shift itself.

1. On the grid, click the open shift and choose its Claims icon. The icon appears only once the open shift is published.
2. The window lists every employee who has claimed the shift.
3. Click Accept for the employee you want, or Reject to turn a claim down.

Because claims are not counted in the Need Approval badge, check any open shifts you have posted every day. For the full open-shift flow see Creating and Filling Open Shifts.

Nothing changes on the schedule until you decide. On approval, UZIO updates both employees' schedules and notifies everyone involved. On rejection, the schedule stays as it was and the requester is told.

For an open shift with several claims, accepting one claim assigns the shift to that employee and automatically rejects every other pending claim on it. Everyone involved is notified.

Notifications you will receive

Depending on your company's settings, you are alerted by email, SMS, or push when a team member clocks in or out early or late against their published shift, does not show for a shift, or when there is a new open shift claim, swap, or offer request from your team.

When you are away

Requests wait until someone acts. There is no delegate setting. Your Employer Admin, or any other user with Full schedule access covering your team, can approve or reject in your place. A request whose shift starts before anyone acts is refused when it is finally approved (see below), so ask a colleague to cover approvals during a planned absence.

Common problems

Why is my approval of a swap or offer refused?

UZIO re-checks the request at the moment you approve, so a request that was fine when sent can fail later:

• Someone already clocked in to a shift being moved: "This swap cannot be accepted because the employee has already clocked in the shift {date and times}." Offers show the same block. Nothing is left to reassign. Reject the request.
• The change would create overlapping shifts: "This swap cannot be accepted because it will cause overlapping shifts for {employee} ({shift times})." One of the employees picked up another shift in that window in the meantime. Reject, or clear the conflict on the scheduler first.

Swaps run both checks on both employees. Offers and claims check the receiving employee.

An employee asked to "reject" a shift I published

There is no reject or decline action for an assigned, published shift. Once published, it is committed. The employee's options are a swap or offer, which you approve, or you edit or unassign the shift on the scheduler yourself.

Why don't I see the Need Approval icon or the scheduler at all?

Your role's Employee Schedule grant is No Access, or View if you can look but not act. Ask your HR administrator. See Managing Users and Roles.

A team member claimed an open shift but the Need Approval icon shows nothing

That is expected. The Need Approval dropdown carries swap and offer requests only. Open-shift claims are approved from the shift's Claims icon on the grid.

Related articles

• Getting Started as a Reporting Manager
• Employee side: Swapping, Offering, and Claiming Shifts
• For admins: Managing Shifts · Creating and Filling Open Shifts · Schedule Settings and Notifications