7shifts 101: The Shift Pool

What is the Shift Pool?

The 7shifts Shift Pool is a centralized hub for managing employee shift change requests. Accessible via both the 7shifts web and mobile apps, it empowers Admins and Managers to efficiently handle these requests, ensuring smooth scheduling and adequate staffing. Employees (and other user types with lower permissions) initiate these requests, which then appear in the Shift Pool for review and action.

This article provides a general overview of the Shift Pool. For detailed instructions on specific actions, please refer to the linked resources within each section.

About the Shift Pool

The Shift Pool is designed to give managers a clear overview of employee shift change requests. The Shift Pool streamlines the process of managing shift changes, helping maintain appropriate staffing levels while also accommodating employee needs. It's organized into four key sections:

• Shift Pool Requests: This section displays all pending requests from employees to pick up or trade shifts.
• Up for Grabs: This lists shifts that employees have specifically offered up for others to claim, but have not yet been bid on. These shifts become available after an employee selects 'Offer Up' on the web or mobile app.
• Trade Requests: This section contains requests for direct shift trades between two employees. These requests are initiated when an employee selects 'Trade' on the web or mobile app.
• My Trades: This area shows all of your pending shift trade requests, as well as any of your shifts that are currently 'Up for Grabs.'

Shift Pool Access and Settings 

Admin Controls: 

Admins have full control over Shift Pool settings, which are configured at the account level. Key setting include:

• Enabling/Disabling the Shift Pool: This setting controls whether the Shift Pool is active for the account.
• Manager Approval for Shift Changes: This setting determines whether manager approval is required for shift changes initiated through the Shift Pool.
• Offering Partial Shifts: This allows employees to offer up portions of their scheduled shifts for others to claim.
• Offering Open Shifts Across Locations: This enables managers to offer open shifts across all locations within the account.

Manager Permissions and Access: 

• Permissions Required: To approve shift trades and other Shift Pool requests, Managers and Assistant Managers must have both of the following permissions:
  • 'Can manage schedules'
  • 'Can approve/decline shift pool requests'
• Access Scope: Managers and Assistant Managers can only view and act on shift requests from employees assigned to the same Locations and Departments they manage.

Employee Access: 

• Shift Pool Availability: Employees can only utilize the Shift Pool if it has been enabled for the account by an Administrator.
• Shift Visibility: Employees will only see 'Up for Grabs' shifts for the Roles they have been assigned. This ensures they are only eligible to pick up shifts that align with their job responsibilities.