Trades

During the established trading period, you may be able to initiate schedule trades with coworkers on the Monthly View screen. Depending on your roles and data access, you may be able to view trade request details or to submit trade requests from the Monthly View screen.

Shifts can only be traded after the organization unit schedule is posted and during the time frame determined by the values entered on Staffing Configuration > Self Schedule Tab > Shift Trading Access.

For more information about the icons and how they appear on the screen, see the Icon Descriptions section.

For more information about the settings used for trading on the Monthly View, see Setting Indicators.

Submit a Schedule Trade Request

To submit a trade request, complete the following steps.

Navigate to Employee > Monthly View.
Click on the schedule you would like to trade and then select Trade Schedule.

Note

If the Trade option is not available, either trading has not been configured for the organization unit or this shift is not in the time frame allowed for trading.
In the Trade Search window, fill in the Date, Time, and Organization Unit of the shift you would like to trade for, then click Search.

Note

Trades can occur across organization units, based on matching Profile Qualifications. Managers from either organization unit (for the requesting employee or the accepting employee) can approve or deny the trade request.

The following validations are automatically done to determine which shifts get highlighted. At this point in the process, the Selection Style you chose is not validating; that validation occurs after a trade is attempted.
- Both employees must have profile permissions to the shifts that are to be traded.
  
  Example
  
  Emp1 is trading SchedA. Emp2's shift is SchedB. Emp1 must have profile permissions to SchedB and Emp2 must have profile permissions to SchedA.
- The shift lengths must be the same (not including lunch lengths).
- There can be no overlap of either of the traded shifts with other existing (non-traded) shifts.
- There can be no overlap of either of the traded shifts with other situations causing either employee to not be available.
  
  Example
  
  Either employee has an overlapping education class, approved unavailability, approved recurring unavailability, or other approved calendar requests. Pending requests are not considered in this validation.
  
  Note
  
  If employees are allowed to select shifts that are not highlighted, the new shift may be of a different length than the original shift, and the employee may not be eligible to work it without exceeding approved or overtime hours.
- The setting to determine if employees can trade only with shifts that are highlighted is set up on Organization Unit Indicator Self Scheduling Standard 2.
- The setting to determine if employees can trade with shifts that are not in the same week is set up on Organization Unit Indicator Self Scheduling Standard 1.
From the search results list, select the shift you would like to trade for. If your search returns many results, you can enter a specific word in the search Filter: field to narrow your results.

Note

Schedules created from Schedule Incentives will not be available for trading.
Verify that the Offering and Requesting shifts are correct, then click Submit Trade Request.
After you submit the trade request, you are directed back to the Monthly View screen.

Accept or decline a trade request

After submitting a trade request, the system validates both trading employee shifts submitted to determine if any scheduling assignment rules are being violated by the trade, based on the Shift Trade Selection Style assigned to the Self Schedule Tab on the Staffing Configuration screen of the organization unit. If any rules are being violated, a message is displayed. The user may have the option to override the warnings and continue with the trade.

The traded shifts for both employees are displayed with an icon to the left of the activity code, indicating they are pending approval.

The trade now needs to be accepted by the second employee involved in the trade (the "accepting" employee).
Both employees will see the transaction listed in the My Trade Requests card on the Home page.

The second employee involved in the trade (the "accepting" employee) sees the status icon of Waiting Approval.
The accepting employee can access the trade by clicking the folder icon on the request.

The employee can also go to Actions > Approval > Trade Requests and search for records with a status of Waiting Approval.
To decline this schedule, click the Cancel button.

The status of the request is changed to Canceled , and the schedules are returned to the originally assigned employees.

Note

Organization Unit Indicator Self Scheduling Standard 9 determines whether trades can only be canceled if they are still within the trading window defined by the Schedule Trade Advance Days value in the Staffing Configuration screen.
To accept this schedule, click the Accept button.

The status of the trade is changed to Requested .
Once approved by the second employee, Schedule Trades are finalized (approved, denied, canceled) by supervisors through the Trade Requests screen in Actions > Approval.
After the traded schedules are approved, the new schedule assignments are displayed on the screen, and the trade symbols are no longer visible.

Both employees are notified that the trade has been approved on their Home Page in the My Trade Requests section.

Also, if the Event Subscriptions feature is set up to notify the employees by email and/or portal message, a notification is sent.

Note

If the trade is denied or canceled by the supervisor, the schedules revert back to the originally assigned employees. Both employees are also notified of the change.

Depending on Organization Unit Indicator Sched Incentive Standard 6, schedules awarded from a schedule incentive may/may not be traded nor offered to other employees through the self scheduling screen.