How to Request and Approve Shift Changes in CrmLeaf
All editions. Core feature - no add-on required.
Availability: All editions. Core feature - no add-on required.
Overview
A shift-change request lets an employee ask to work a different shift, and lets the manager approve or decline that request. This keeps roster changes on record instead of arranging swaps informally, so attendance is still measured against a shift the organisation has agreed to.
How It Works
The employee raises the request against the date and shift they want; the manager reviews it and decides.
Employee requests → Manager reviews → Approve or decline → Roster reflects the decision
- The employee selects the date and the shift they want to work instead of their rostered shift.
- The request goes to the approver. Who that is depends on the reporting manager on the employee record and on the approval permissions configured for the role.
- An approved request changes which shift applies to that employee for the date, so attendance for that day is evaluated against the new shift.
- A declined request leaves the existing roster in force.
Who Can Use This Feature?
Administrator
- Review shift-change requests raised by employees.
- Approve or decline a request.
- Confirm the roster and shift calendar after a decision.
User
- Raise a shift-change request for a date.
- Track whether the request has been approved or declined.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- Shift definitions exist for both the current shift and the requested shift.
- The employee has a shift schedule for the date in question, or a default shift applies.
- The reporting manager is set on the employee record, or an approver role holds the approval permission.
For Users
Step 1: Open the shift roster area
Check the shift you are currently rostered on for the date you want to change.
Step 2: Raise the request
Select Add on the shift-change request screen. Select the date and the shift you want to work, and give the reason for the change. Select Submit.
Step 3: Track the outcome
Return to your requests to see whether the request has been approved or declined. Continue to work your existing rostered shift until the request is approved.
For Administrators
Step 1: Open the shift-change requests
What to do: Open the shift-change requests awaiting a decision.
What to verify: The requests list shows the employee, the date and the requested shift.
Step 2: Check coverage before deciding
What to do: Open the shift calendar for the requested date and confirm the shift the employee wants to leave will still be covered, and that the requested shift is not already over-staffed.
What to verify: Coverage for that date remains acceptable after the change.
Step 3: Approve or decline
What to do: Select Approve to accept the change, or decline it. Record the reason where a reason is captured, so the employee understands the decision.
What to verify: The request no longer sits as pending, and the shift calendar for that date reflects your decision.
Expected Result
The request is recorded against the employee and the date. When approved, the employee works and is measured against the requested shift for that date. When declined, the original rostered shift stays in force.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Raise requests before the date. Attendance for a day is evaluated against the shift in force at the time of the clock-in.
- For a permanent change, an Administrator should reassign the roster rather than approving a request for each date.
- Where a shift rotation covers the employee, confirm how an approved change interacts with the next rotation cycle.
Common Scenarios
Example: two colleagues swapping a day. Each employee raises a request for the other's shift on that date. The manager checks the shift calendar, sees both shifts remain covered, and approves both requests.
Example: a request that would leave a gap. The manager opens the shift calendar, sees the employee is the only person on the evening shift that day, and declines with the reason recorded so the employee can propose another date.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| The employee cannot raise a request. | The role does not have access to the shift area. | Grant the role access to the relevant HR area. |
| The request is not reaching a manager. | The reporting manager is not set, or no role holds the approval permission. | Set the reporting manager on the employee record and check the approval permissions. |
| The requested shift is not in the list. | The shift definition does not exist. | Create the shift in the shift definitions first. |
| Attendance is still measured against the old shift after approval. | The approval was recorded after the clock-in for that date. | Approve requests before the date, and correct the attendance record where needed. |
Frequently Asked Questions
Can an employee change their own shift without approval?
No. The employee raises a request and a manager approves or declines it.
What happens to attendance already recorded for that date?
Attendance is evaluated against the shift in force when the clock-in was recorded. An Administrator can correct an attendance record afterwards.
Is a declined request kept?
The request remains on record with its outcome, so the history of the roster change is visible.
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