Review and approve staff schedule modification requests.

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What Are Schedule Change Requests?

Staff can request:

• Drop a shift they're assigned
• Swap shifts with another staff
• Change appointment time
• Reassign to different staff

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Viewing Requests

Quick Access

1. Dashboard shows Pending Requests count
2. Click to go to requests

Request Queue

1. Go to Schedule → Requests
2. See all pending requests
3. Filter by type, date, staff

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Request Types

Type	Description	Action Needed
Drop Shift	Staff can't work this appointment	Reassign or cancel
Swap	Exchange with another staff	Approve or deny
Time Change	Move to different time	Approve or deny
Cover Request	Need someone to cover	Find replacement

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Reviewing a Request

Step 1: Open Request

1. Click on request
2. See details:
   • Who requested
   • Which appointment
   • Reason given
   • When submitted

Step 2: Review Impact

System shows:

• Client affected
• Current assignment
• Proposed change
• Potential conflicts

Step 3: Take Action

Action	When to Use
Approve	Change is acceptable
Deny	Cannot accommodate
Reassign	Approve but assign different staff
Cancel Appointment	No coverage available

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Drop Shift Requests

Staff requesting to be removed:

Review

1. Check reason
2. Check if replacement available
3. Check client impact

Options

Choice	Result
Approve & Reassign	Remove staff, assign another
Approve & Mark Unassigned	Remove staff, add to open shifts
Deny	Keep original assignment

Finding Replacement

1. Click Find Coverage
2. See available staff with matching skills
3. Select and assign

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Swap Requests

Staff exchanging shifts:

Review

1. Both staff must agree
2. Both must be qualified
3. No conflicts for either

Approve Process

1. Review details
2. Click Approve Swap
3. System updates both appointments
4. Both staff notified

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Time Change Requests

Moving appointment to different time:

Review

1. Check new time works for:
   • Client availability
   • Staff availability
   • Unit allocation

Approve

1. Review proposed time
2. Click Approve
3. Appointment moves to new time
4. All parties notified

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Notice Period Settings

Configure how far in advance requests must be made:

Accessing Settings

1. Go to Settings → Team & Compliance
2. Click Schedules tab

Options

Setting	Description
Notice Days	Days advance notice required (1-90)
Mode: Warn	Allow short notice with warning
Mode: Block	Prevent short notice requests

Example

Notice period: 7 days

• Request for appointment 10 days away → Allowed
• Request for appointment 3 days away → Blocked (or warned)

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Bulk Actions

Handle multiple requests at once:

1. Select multiple requests
2. Click Bulk Action
3. Choose: Approve All, Deny All, or Review Each

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Request Status

Status	Meaning
Pending	Awaiting admin action
Approved	Change accepted and applied
Denied	Request rejected
Expired	Appointment date passed

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Notifications

Staff Receives

• Confirmation of request submission
• Approval or denial decision
• Any additional notes

Admin Receives

• New request notification
• Reminder if pending too long

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Tips

• Respond quickly — Staff needs to know if they're working
• Check coverage first — Before approving drops
• Note the reason — Useful for patterns
• Set reasonable notice — Balance flexibility and planning

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Related Articles

• Time-Off Request Management — Vacation, PTO requests
• Unassigned Appointments — Fill dropped shifts
• Staff-Created Appointments — Self-scheduling