Shift Coverage Protocol

Transcription

1 Shift Coverage Protocol If you need your shift covered: 1. Post on DayForce at least one week in advance (if possible) and send the request out to everyone. DayForce instructions are attached. 2. The shift MUST be picked up through DayForce and the shift is still your responsibility until someone has confirmed through DayForce. Confirmations made verbally will not suffice. 3. If a staff member verbally agrees, he/she will still need to confirm through DayForce. If they are not receiving the notifications by or are having issues with DayForce, notify Raquel or myself so we can add the alert to your DayForce portal or troubleshoot as needed. 4. If you experience a problem covering shifts through DayForce, please complete a paper form and also send me an , attaching any confirmations. We will then track the frequency of the paper forms in order to correct any issues with accessing DayForce. 5. If you need coverage with less than 72-hour notice, you must contact Mai and copy Raquel to find out what needs to be done. 6. If your shift overlaps with someone already working the floor, you will need to get approval from Mai, so this can be manually changed. In case of an emergency or illness and you cannot get coverage ahead of time: 1. Contact Mai via or text immediately. 2. If you are unable to make an opening shift with no other trainer on duty, a. Call the front desk ( ) 15 minutes before the club opens (they arrive 30-minutes before) and ask them to turn on the fans and TV s. Also let the desk know who should be coming in after you. b. Call the fitness staff/trainer who normally comes in after you to see if they can come in early. If they can, let the courtesy desk know as well.

2 Utilizing Shift Trading in Dayforce Trading Shifts Ceridian s Dayforce makes it easy to trade shifts because each individual staff member, like you, has access to the system s scheduling tool. This enhances the scheduling process by reducing the amount of time site managers spend filling open shifts. How to Offer a Shift for Trade First, only shifts posted to the schedule and that occur at least 48 hours into the future are available for trading. If you do not see any shifts available for trade, please verify the following: Your schedule has been entered and posted by your site manager, The shift you are looking to trade does not occur less than 48 hours from now, and There are other team members who are eligible to work your shift, as well as available. Second, you must select a way to receive an Alert when a shift becomes available. Alerts can be designated to be received as text messages, s, Twitter posts, etc. (Instructions for setting up Alert methods can be found in the Self Service manual.)

3 If you are a team member who wants to offer a shift for trade, log into your Ceridian account and look for the Schedule Calendar under My Work. If you are scheduled for a shift but unable to work, click the blue circle button with the upward arrow. (If the shift occurs sooner than 48 hours, the blue circle will not be present and this process will not be available.) The blue circle button will open the Shift Trade Wizard and you will see three action items. To select action item 1: Click Make Shift Available To Everyone and then the Next button. You will see a Review Summary of your request. Click Finish to send an Alert to all team members who have the scheduled position in their job profile and are available to work during that time. To select action item 2: Click Offer Shift To an Associate and then the Next button. This will open a list of all available team members at your site. Click to select a name and then the Next button. You will see a Review Summary of your request. Click Finish to send an Alert to a select person who you know is qualified to cover your shift.

4 To select action item 3: Click Swap Shifts With an Associate and then the Next button. You will see two options from which to choose. The first option Select Associate and Then Shift will open a list of all available team members at your site. Click to select a name and then the Next button to see a list of that individual s posted shifts. The second option Select From List of All Available Shifts will ask you to specify a date range. You will then see all of the shifts scheduled for the same position within that range. Whether you choose to use the first or the second option, complete the process by clicking on the desired shift and then the Next button. You will see a Review Summary of your request. Click Finish. After clicking the Finish button, the Shift Trade Wizard will initiate a workflow process that sends an Alert to team member(s) providing the date and time of the shift offered up. The blue circle on your calendar will change to a yellow circle indicating that the shift trade status is pending. How to Accept or Decline a Shift Offered to You If you are a team member who received an Alert, log into your Ceridian account and go to the Schedule Calendar under My Work. An offered shift will appear as a blue circle icon in the lower left corner of a calendar day. A blue circle with a downward arrow indicates that a shift has been offered to you, and a blue circle with two arrows indicates that a shift swap has been offered to you. Click on a blue circle icons to view the details. Select the Posted Shift detail to highlight, and then Accept or Decline the request.

5 After a shift trade has been accepted, the final step is the site manager s approval of the trade. After receiving an Alert, the manager will locate the shift trade request in Approval Requests under My Day. (Expand the window for viewing by pressing the black square in the upper right corner.) Click the yellow circle icon located to the far left. From there the manager can Approve or Deny the request, and add comments. Once the trade is approved, the schedules will be automatically updated, allowing the team members to clock in/out for the new shift.