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Create your accountChoose how your team clocks inGet the mobile appAdd more locations as you growAdd your employeesInvite your team to the appCollect SMS consent (TCPA)Build and publish a scheduleSort, filter, and read the gridEmployee availability changesSchedule templatesWork the Compliance pagePaid sick leave: policies and balancesCustomize attestation questionsPay period review & certificationSet up the entrance tablet (PIN kiosk)Lock the tablet to the kiosk (manager passcode to exit)PINs explained: punch PIN vs Manager PINLock punches to the scheduleEarly clock-ins and late clock-outsThe Time Entries report, column by columnTip declarations at clock-outSet up the Attestation StationEmployees who work at multiple locationsDepartmentsApprove shift swapsSend announcementsTime off & PTOHR actions & AI-drafted noticesAccess levels: give someone manager accessOnboarding documents & the digital W-4Other documents on fileBilling, plans & seatsEditing pay after a run is locked (pay instruction)

Employee availability changes

Employees change their weekly availability on a date they pick, after a notice period; you're told with the diff, and can require approval.

An employee's availability is what the grid shades against. Since it can change, a change is never a silent rewrite: it takes effect on a date the employee picks — no sooner than the location's notice period — you're notified with exactly which days changed, and a location can require your approval first. Weeks you already published keep the availability you planned against.

  1. 1

    What the employee does

    On My Schedule → Availability (app or portal) they set the days and hours, pick the date it takes effect (the earliest allowed date is pre-filled), add an optional note, and submit. They see the change as *scheduled* or *pending your approval*, can withdraw it, and are shown any published shifts that fall outside the new hours.

  2. 2

    What you see

    A push and a bell item: the employee's name, the effective date, the changed days ("Thu: 7 AM–12 PM → 9 AM–5 PM, Fri → unavailable") and how many published shifts are affected. On Schedule → Availability, pending changes sit at the top with Approve / Deny; scheduled ones are listed below, and each employee's row carries a "changes on <date>" chip. The grid shows the new availability from that date on.

  3. 3

    Set the policy per location

    Settings → Locations: the days' notice field (default 14; 0 = changes take effect right away) and the Approve availability changes switch. With approval off, changes take effect on their date automatically and you're simply told. With it on, they wait for a manager — pending ones count on the bell.

  4. 4

    Recording availability yourself

    Your own save on Schedule → Availability is immediate — you are the approver — and replaces any change the employee has waiting. Use it for staff who don't use the app, or when something can't wait for the notice period.

Good to know

  • An approved change is applied on its date by an hourly sweep, so a Monday start is live before the Monday morning grid opens.
  • Conflicts are advisory: the shifts stay scheduled until you move them. The employee is still on the hook for shifts already published.
  • Every change is kept — approved, denied, withdrawn or replaced — so there's always a record of who asked for what and when.

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