How to Approve or Deny a Pending Request

The Pending Requests page allows managers to review requests across one or multiple positions and approve or deny requests when manager approval is required.

Pending Requests can include:

• Adds
• Swaps
• Drops

Access Pending Requests

1. From the left navigation menu, select Schedule.
2. Select Pending Requests.
3. Select the position or positions you want to review.

You can select a single position, multiple positions, or all positions you oversee.

SubItUp will remember the positions you've selected. If you leave the page, log out, or return later, those positions will automatically load again.

Pending Request Count

You may see a number next to Pending Requests in the left navigation menu.

This number only represents the pending requests for the position currently loaded in your position selector. It does not represent the combined total for all positions you manage.

Adds

Adds are requests from employees who want to pick up an available shift.

An available shift may have been created by a manager, or it may have become available after another employee dropped it.

If Moderation is enabled in Position Settings, employee pickup requests will appear under Adds and require manager approval.

If Moderation is turned off, employees can pick up available shifts without manager approval.

Review an Add Request

1. Open Adds from the Pending Requests page.
2. Locate the shift you want to review.
3. Select the Edit Pencil.
4. Review the employee or employees requesting the shift and the request details.
5. Select Approve or Deny.

If you approve the request, the shift will be assigned to that employee and they will be notified.

Multiple Employees Requesting the Same Shift

If multiple employees request the same shift, they will be listed in chronological order, starting with the first employee who requested it and ending with the most recent request.

You can review each employee before deciding who should receive the shift.

Once you approve an employee for the shift, the other pending requests for that shift will automatically be denied and those employees will be notified.

Swaps

Swaps occur when two employees agree to trade scheduled shifts.

For example, one employee may trade their Thursday shift for another employee's Friday shift.

If Moderation is enabled, the swap will appear in Pending Requests and require manager approval.

Review a Swap Request

1. Open Swaps.
2. Locate the request.
3. Select the Edit Pencil.
4. Review the swap details.
5. Select Approve or Deny.

If Moderation is turned off, manager approval is not required. Once both employees agree to the swap.

Drops

Drops work differently from Adds and Swaps.

When an employee drops a shift, the shift becomes available for other employees in that position to pick up.

You do not need to approve the Drop for other employees to see or request the available shift.

The Pending Requests page gives managers one place to view these dropped shifts and take action if needed.

Review a Drop

1. Open Drops.
2. Locate the dropped shift.
3. Select the Edit Pencil.
4. Review the details.
5. Choose the appropriate action.

Managers have three options when reviewing a Drop:

Approve

Approving the Drop removes the original employee from responsibility for the shift.

The shift remains available for another employee to pick up.

Deny

Denying the Drop removes the shift from the available shift list and assigns it back to the original employee.

The original employee remains responsible for working the shift.

Approve and Reassign

You can also approve the Drop and immediately assign the shift to another employee.

SubItUp will display employees who have indicated they are available during that time.

Select the employee you want to work the shift and choose Assign Shift.

The original employee will be removed from the shift, and the shift will be assigned directly to the selected employee instead of remaining available for pickup.

Filter Pending Requests

You do not have to view every type of Pending Request at once.

Use the filters on the Pending Requests page to show or hide:

• Adds
• Swaps
• Drops

For example, if you only want to review dropped shifts, deselect Adds and Swaps.

Review Employee Hours Before Approving

Pending Requests provide additional scheduling information to help you decide whether a request should be approved.

When reviewing a request, you can see information such as:

• Employee hours per day
• Employee hours per week
• Shift cost, when applicable

When your Overtime Settings are configured, the employee's weekly maximum hours can also be highlighted based on whether approving the request would cause them to exceed their weekly hours.

Red: The employee would exceed their weekly maximum hours.

Green: The employee would not exceed their weekly maximum hours.

Review your Overtime Settings within Position Settings to make sure this information is calculated correctly.

Important Notes

• Moderation must be enabled in Position Settings for Adds and Swaps to require manager approval.
• With Moderation turned off, Adds and Swaps can be completed without manager interaction as long as maximum hour requirements are met.
• Drops do not require manager approval before becoming available for other employees to pick up.
• Approving a Drop releases the original employee from responsibility for the shift.
• Denying a Drop returns responsibility for the shift to the original employee.
• Managers can use Approve and Reassign to assign a dropped shift directly to another available employee.
• You can review Pending Requests across multiple positions at the same time.
• The number displayed next to Pending Requests in the navigation reflects only the currently loaded position, not every position you manage.

NOTE: If you do not see the pending request, it is most likely because another manager has already moderated the shift.

Need Additional Help?

If you have questions about managing Pending Requests, contact SubItUp Support HERE.