How to request transferring an employee to another schedule for a given period?

A schedule assignment request temporarily moves an employee to a different schedule without changing their primary schedule.

It is useful when an employee needs to cover shifts, undergo training or work on a special project. This ensures correct pay and time tracking during the specified period.

Users with permission to create requests in the Absence & Vacation module can submit these requests, and supervisors can approve them.

1. Open the requests module

   • In the side menu, go to Absence & Vacation.

   • Click +New Request. A panel will appear.

   • Under Schedule management, choose Schedule assignment.
     
     

2. Fill in the schedule assignment

   • In the Select Employee field, search and select the employee.

   • Choose the target Schedule from the drop‑down list.

   • Set the Date when the assignment begins.

   • To make the change temporary, enable Set end date and pick the end date.

   • Add a comment explaining the reason for the assignment.

   • Click Confirm to submit.
     
     

3. Follow up and approve

   • The request appears in the list. Supervisors or administrators can approve or reject it.

   • Once approved, the employee’s schedule automatically changes for the defined period.
     
     

4. Alternative method for full‑access users

   • Users with full autonomy may edit schedules directly.

   • In Schedules, open the relevant schedule and add an exception for the employee, specifying the period and the new schedule.

   • Save to apply the change without a request.
     
     

What should I do if a Schedule Assignment Request was approved with the wrong date or Schedule?

If a Schedule Assignment Request has already been approved with an incorrect date or Schedule, there are two ways to correct it:

Option 1 — Correct it directly from the employee's profile

1. Go to People;
2. Select the employee using the checkbox;
3. Click Actions > Schedule;
4. Select No Schedule;
5. Enter the same date on which the incorrect Schedule started as the Start date;
6. Confirm the change;
7. Then assign the correct Schedule again, entering the desired Start date.

Option 2 — Create a new Schedule Assignment Request

Create a new Assignment Request for the same date on which the incorrect Schedule started, but this time select the correct Schedule. Then approve the new request.

After making the correction, if you need to submit another transfer request, carefully review the Schedule and, especially, the Start date before submitting and approving the request.

Tips and troubleshooting

• Always define an End date for temporary transfers; leaving it blank changes the Schedule permanently.
• Use the Comments field to record the reason for the change.
• To cancel a Pending request, open the request and use the Cancel option.

Best practices

• Plan Schedule changes in advance and align the dates with the Payroll closing period.
• Prefer using Assignment Requests instead of manual changes to maintain the history and formal approval.
• Check that the destination Schedule is configured correctly before transferring the employee.

Frequently asked questions

1. Why can't I find the Schedule I want?
   Only registered Schedules appear in the list. Create the Schedule under Schedules if it does not exist yet.
2. Can I transfer multiple employees at once?
   Assignment Requests are individual. For permanent group changes, assign employees directly to the Schedule.
3. What happens if I don't define an End date?
   The employee will remain on the new Schedule until another request is created to change it again.
4. Can the employee see the assignment?
   Yes. After approval, the employee's schedule is updated in the app.
5. How do I cancel a Pending request?
   Open the request in the list and select Cancel or Delete, depending on the available permissions.
6. I approved an assignment to the wrong Schedule. Do I need to delete the previous request?
   No. You can correct it by setting the employee to No Schedule starting on the incorrect date and then assigning the correct Schedule, or by creating and approving a new Schedule Assignment Request for the same date with the correct Schedule.