Shift 4 Grabs – Reviewing and Approving Shift Requests

What is Shift 4 Grabs in the Manage App?

Shift 4 Grabs in the S4 Manage app allows Managers to review and approve requests from employees who want to claim vacant shifts or pick up shifts offered by colleagues. All changes require Manager approval before the rota is updated, ensuring accuracy and control.

With multi-site functionality, Managers can now review and approve shift requests from employees across multiple sites, supporting flexible staffing and improved shift coverage.

Key Points

• Managers receive notifications for all offered shifts that are grabbed, including those from employees at other sites (if multi-site is enabled).

• Requests can include:

  • Vacant shifts posted by Managers and requested by employees.

  • Shifts offered by one employee and requested by another (at home site only).

• Each request displays the site of the shift and the home site of the employee requesting it.

• Managers can approve or decline each request directly in the Manage app.

• The rota is updated automatically once a request is approved.

• Temporary transfers are created for employees picking up shifts at non-home sites.

How to Use Shift 4 Grabs in the Manage App

1. Open the S4 Manage app

   

2. Tap 'Rota' from the bottom menu bar

   

3. Navigate to the Shift 4 Grabs tab

   

4. Select the date for the requests you wish to view

   

5. Review each request, which will show:

   • The shift details (date, time, role, site).

   • The employee requesting the shift and their home site.

   • The site where the shift will take place.

6. Approve or decline the request as appropriate.

7. Once approved, the rota updates automatically and the employee is notified.

8. If the employee is from another site, a temporary transfer is created for the day of the shift.

Tip: Use the site and employee information to ensure the right staff are covering the right shifts, especially when managing multiple locations.

Why Use Shift 4 Grabs in the Manage App?

• Ensure every shift change is reviewed and approved by a Manager, maintaining rota accuracy and compliance.

• Retain control over who fills vacant or offered shifts, including when requests come from employees at other sites.

• Review employee details, home site, and availability before making approval decisions.

• Prevent rota conflicts and ensure only eligible, available staff are assigned to shifts.

• Support operational flexibility while maintaining oversight across multiple locations.

• Manage your shift requests on-the-go.

How Shift 4 Grabs (Multi-Site) Works

• Managers post vacant shifts to one or more sites.

• Employees at selected sites can request to claim these shifts.

• Managers see both the shift site and the employee’s home site when reviewing requests.

• Approving a request updates the rota and, if needed, creates a temporary transfer for the employee.

Frequently Asked Questions

Q: Can I approve shift requests from employees at other sites?
A: Yes, if multi-site Shift 4 Grabs is enabled, you can review and approve requests from eligible employees at any selected site.

Q: How do I know where the employee is based?
A: Each request shows both the site location and the employee’s home site.

Q: What happens after I approve a request?
A: The rota updates automatically, the employee is notified, and a temporary transfer is created if the employee is from another site.

Q: Can I decline a request?
A: Yes, you can decline any shift request. The employee will be notified and the shift becomes available for others to claim.

Q: How do I enable multi-site Shift 4 Grabs?
A: Contact Customer Success to activate this feature for your organisation.