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.
     
     

Tips or troubleshooting

• Always set an end date for temporary assignments; leaving it blank will make the change permanent.

• Use comments to document the reason for the change; approvers will see this.

• To cancel a pending request, open it and select Cancel.

Best practices

• Plan schedule changes ahead of time and coordinate them with payroll closing dates.

• Use schedule assignment requests rather than manual changes to maintain an audit trail and approval workflow.

• Ensure the destination schedule is correctly configured before making the assignment.

Frequently asked questions

1. Why can't I find the schedule I need? Only schedules created in the system appear. If needed, create a schedule in the Schedules module.

2. Can I assign multiple employees at once? Schedule assignment requests are created per employee. For permanent changes, assign employees directly to the schedule.

3. What happens if I don't set an end date? The employee will stay on the new schedule until another assignment is made.

4. Can the employee see the assignment? Yes. After approval, the employee’s schedule is updated in their app.

5. How do I cancel a pending request? Open the request in the list and choose Cancel or Delete, depending on your permissions.