Welcome to SubItUp! This reference guide covers most tools and features that you as an employee need to know about SubItUp. Here is a list of the topics covered…
- How to Reset Account Passwords
- What is Availability and When Can I Set it?
- Shift v. Hourly Availability
- How to Set Shift Availability
- How to Set Hourly Availability
- How to Add a Shift
- How to Drop a Shift
- How to Swap a Shift
- How to Request Time Off
To reset an account password follow these steps...
1. Go to SubItUp.com and click the "Login"
2.Skip over the email Address and Password fields.
3.Click on "Forgot Password"
4. Now type in your email address, select the account type (Employee, Manager, or Business), and click submit
5. Finally follow the instructions in the "Forgot / Reset Password" e-mail which has now been sent to your account
After you have signed in to your account the first step will be to set your availability. Your manager has control over when you as an employee are able to set availability. Setting availability lets SubItUp and your manager know exactly when you can work and your work schedule will be based on the availability you set. The availability icon is a "star" and is located on the left off your screen; when it has a number like this, , you are able to set your availability. In this example my managers have requested I update my availability for five of the positions I work for. If the star symbol does not have the number and looks like this, , your availability is locked.
Click on the star to access your availability drop down list. Within the availability drop down list you may edit or update availability only for those select positions your manager has requested. These positions will have a star symbol next to them.
Positions without a star can be reviewed but cannot be edited. To have your availability unlocked you would need to contact your manager.
There are two types of availability shift based and hourly based. If you are setting availability your manager has already decided which type they want to use; below are screen shots of the two types of availability, once you know what type of availability you are setting up skip to the appropriate section for information on how to set your Shift or Hourly availability.
Shift Availability Example:
Hourly Availability Example:
Setting up Shift Availability will let SubItUp and your manager know what shifts and on what days you are available to work. This availability will later be used to schedule your shifts so it is important that you fill this out accurately. The information below will explain everything you need to know to set your Shift Availability.
If this is the first time setting your shift based availability all of the shift boxes will be the color pink, this indicates that you are unavailable to work these shifts, your screen should look something like this:
By default you are viewing by Week, but you may also select to view by Day as well. For each shift in the grid there are three buttons (+), NP, and (-) which you can use to adjust your availability.
The “(+) = Available” button indicates that you are available to work the shift and it is a preferred shift.
The “NP = No Preference” button indicates that you are available to work the shift but it is not a preferred shift.
The “(-) = Unavailable” button indicates that you are unavailable to work the shift.
Once you have set all of your availability click the Submit to Manager button, , on the right side of the screen . Once you click this button your availability will be saved and you will not be able to change it unless your manager requests new availability or you ask your manager to let you change your availability.
Setting up Hourly Availability will let SubItUp and your manager know day by day what times you are available to work. This availability will later be used to schedule shifts so it is important that you fill this out accurately. The examples below will give you a good idea of how to set your availability…
Adding a shift through SubItUp is very easy.
Once your manager has approved your addition of the shift the green row will turn to white indicating that you have completed adding the shift. (Note: Your manager may have the account set up to automatically approve adding shifts, in this case you will not see the green row, and any shift additions will instantly be added to your calendar.)
If there is a shift you need or want to drop SubItUp makes the process easy for you to find coverage for your shift. You can think of dropping a shift as offering it to your co-workers for them to pick up, once a shift has been picked up by a co-worker and approved by a manager you will no longer be responsible for the shift and it will be removed from your calendar
Once clicked a pop-up menu will appear with your shift details, here you can type in the “Notes:” section that you have a dentist appointment, and you can choose to be notified by e-mail or text. (Note: To receive text message notification you will need to verify your phone number; more information about this process can be found later in this document.)
Once you click the confirm button your calendar view will show this shift in pink, indicating that you have requested to drop the shift. This shift has now become available for all of your co-workers to add or pick-up.
Once a co-worker has picked up the shift and your manager has approved it, you will be notified by email or text, and the shift will no longer be on your calendar.
Your manager May also enable additional features such as "Partial Drops," and Recurring Shifts"
With this feature enabled you may request to drop a portion of your shift or request to drop a recurring shift on your schedule for several weeks at once.
Another convenient tool that SubItUp offers is the ability to swap shifts with your co-workers. If there is a shift that you have been assigned that you either can’t work or would prefer not to work but don’t want to lose the hours, swapping is your best option.
This will open a pop-up screen where you will have two options “Open Swap” or “Swap This Shift.” “Open Swap” let’s your co-workers know that you want to swap a specific shift and are willing to consider shift swap offers in exchange for that shift; if a co-worker does offer a shift for the swap, you will have the opportunity to accept or reject the offer. “Swap This Shift” is kind of the opposite, with this option you browse your co-workers shifts and make them a shift swap offer which they will then have the opportunity to accept or reject.
At any time you can click “Cancel Swap” to retract the offer. When your co-worker signs in to their SubItUp account they will see the shift you are requesting in blue and they will have the option to “Approve/Deny” the offer. This is what your co-worker will see in their calendar…
From the Dashboard, click on the Request Time Off Tool. Once clicked a pop-up menu will appear where you can select the day(s) and times you want off and give a “Note:” with the reason you are requesting time off. It is also important to remember if you work in multiple departments to check the "Submit this request for all departments:" check box.
When your manager has approved the request for time off you will have a new notification indicating that it has been approved.
If your requests changes you can cancel the “RTO” by clicking the red , , this will cancel your approved “RTO” and make you available to be scheduled for shifts.
Note: If you try to request time off on a day you are already scheduled for a shift you will get this error message "There has been an error submitting your RTO, you have a conflict with a shift." What you need to do is drop the shift as opposed to submitting a RTO.