Submit Schedule Requests

After you select the type Request Time Off, the Request Time Off Details box appears.

1. Request Type:Select the request type from the Request Type drop-down list. This list will vary by organization. Please ask you System Administrator for additional details on request types. 
2. Date: Select the date for which you wish to submit time off. Your Organization may have specific time frames for when time off can be submitted such as up to 365 days in to the future up to 2 days prior to the date or a hard deadline date. If allowed to submit a range of dates, both start and end date are needed.Some request types are only available when a shift is already scheduled or when a schedule period is closed.
3. Time: Define the times for this request. By default, your preferred shift time will populate. Change this if you wish to change the hours of your request, such as only for 4 hours. 
4. Notes: Add any notes you wish to share with your co-worker (if submitting a trade) and your manager. 
5. PTO Balance: This will display the current number of hours available in your PTO bank, as well as hours for any other time off requests in a given time period. Keep in mind this does not include any hours that may accrue for future time off requests. 
6. Others with Time off: If allowed, toggle this to on, to view other staff members who currently have a Time Off request already submitted and/or approved. For each staff member displayed, it will show the status of their request as either New, Pending (if using), or Approved. This feature can be turned on by department, see your System Administrator for more info.

For request time off, Smart Square sends you a notification and also sends a notification to your manager who approves or denies it.

When you submit Request to Work or a Request to Cancel, the status of the request is REQUESTED and shown under My Requests on your Notifications page. Smart Square does not send a notification to anyone else. Managers and staffing office personnel have tools that allow them to review this information and contact you if/when they need you to work or they need to cancel you.

To Submit Trade or Schedule Change Requests

To begin, go to My Calendar

1. Click the scheduled shift chip for the day for which you wish submit a schedule change or trade off  (you must have a shift scheduled and the schedule must be posted).
2. Click the three dots in the right corner of the shift details box to view the available request types.  

Selecting a Schedule Change

1. Scheduled Shift: The original shift date and time is displayed
2. New Date and Start Time: Select the date and time you wish to work instead
3. Next: Click next to go to the confirmation page and click Finish. 

Selecting a Request Shift Trade

1. Shift to Trade: Shows the original shift you are trading off
2. Notes: Write in any notes you wish to share with the person you are trading with and/or the person who will process the trade request.
3. Date to Work: Select the date you wish to work instead. Once a date is selected, a list will appear with eligible people to trade with. 
4. Eligible staff: A list of eligible staff to trade with will appear below (see eligibility rules below). The indication of a trade that could put a co-worker into overtime (based on OT rules) will display with an orang 'OT' Click on the name of the person you wish to trade with. 
5. Filter: If you know who you are trading with, you can filter the list of staff by typing in a name. They must already appear in the list for the filter to apply. 
6. Next: Click next to go to the confirmation page and click Finish. 
   
   

In order for a staff member to appear on the Staff Trade List, all of the following must be true.

Eligible Staff Trade List Rules:

• Reside within the appropriate cost center(s)
• Are already working the shift you wish to work
• Are not already working the shift you wish to have off
• Are competent to work in the unit where you are scheduled
• Have the appropriate skill(s)

If a Staff Trade List does not show a staff member you were expecting to see, contact your manager for assistance.

My Requests

'My Requests' pertain to the individual user's own requests submitted for approval.  

My Requests are categorized in three different tabs:

• OPEN: New or pending requests. The only actionable items are the trade requests that your co-workers may be requesting of you to accept.  Otherwise, these display the requests you are waiting for approval.
• EXPIRED: Requests that have passed their date without any action taken to them.
• PROCESSED: Previously approved or denied requests (displays any requests back one year or into the future for one year).

The badge count will identify requests that need action (such as a co-worker wanting to trade with you). 

After your request is approved or denied, it is automatically moved to the Processed tab.

If you desire immediate notification for a request approval/denial, you'll want to activate the notification within your notification settings to receive via text or email. See 'My Notifications' for more information on setting your notification preferences.

When you request a staff trade, Smart Square sends a message to the staff member with whom you requested the trade. The staff member must accept the trade for the request to move to the next step-manager approval. 

To accept a trade request:

See also Processing Schedule Requests