Managing Request Periods (Admin Guide)

Learn how to configure and manage request periods that control when employees can submit schedule requests. Set up request windows, manage periods by schedule, and ensure proper planning workflows.

Overview

Request Periods allow administrators to control when employees can submit schedule requests for specific schedule periods. This feature helps ensure proper planning, prevents late submissions, and gives managers time to review and approve requests before creating schedules.

Who this is for: Administrators and Managers
Time needed: 10-15 minutes per request period
Prerequisites: Admin access and the Schedule Requests feature enabled

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🎯 What You’ll Learn

• How to create and configure request periods
• How to manage request periods by schedule and type
• How to view request periods in calendar format
• How to enable/disable the Schedule Requests feature
• Best practices for request period management

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📋 Understanding Request Periods

What Are Request Periods?

Request periods define time windows when employees can submit schedule requests for upcoming schedule periods. They consist of:

• Schedule Period: The actual dates employees are requesting changes for
• Request Period: The window when requests can be submitted
• Request Type: What type of requests are allowed (Day Off, Shift On, Schedule Change, or All)
• Open Date: When the request period opens
• Close Date: When the request period closes (deadline)

Why Use Request Periods?

• Better Planning: Managers can plan schedules with advance notice
• Controlled Workflow: Prevents last-minute requests that disrupt planning
• Fair Process: Ensures all employees have equal opportunity to submit requests
• Efficient Review: Managers can review all requests at once before scheduling

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🚀 Creating a Request Period

Step 1: Access Request Periods

1. Navigate to Admin → Request Periods
2. You’ll see a list of all existing request periods
3. Click New Request Period to create a new one

Step 2: Select Schedule

1. Choose the Schedule this request period applies to
2. Only schedules that are published or upcoming will be available
3. Each schedule can have multiple request periods for different types

Step 3: Configure Request Type

Select what types of requests this period allows:

• Day Off: Only day off requests
• Shift On: Only requests for additional shifts
• Schedule Change: Only requests to modify existing assignments
• All Requests: All types of requests are allowed

Tip: You can create separate periods for different request types to manage them independently.

Step 4: Set Dates

Configure the key dates:

1. Schedule Period Start Date: First date employees can request changes for
2. Schedule Period End Date: Last date employees can request changes for
3. Request Period Open Date: When employees can start submitting requests
4. Request Period Close Date: Deadline for submitting requests

Important: The request period should open before the schedule period starts, giving managers time to review requests before creating schedules.

Step 5: Review and Save

1. Review all settings
2. Ensure dates make logical sense
3. Click Create Request Period

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📊 Managing Request Periods

Viewing Request Periods

The Request Periods index shows:

• Schedule Name: Which schedule the period applies to
• Request Type: What types of requests are allowed
• Period Dates: The schedule period dates
• Open/Close Dates: When requests can be submitted
• Status: Current status (Future, Open, Closed)
• Actions: Edit or Delete options

Filtering Request Periods

Use filters to find specific periods:

• Status Filter: Future, Open, or Closed
• Request Type Filter: Filter by request type
• Schedule Filter: Filter by specific schedule

Request Period Status

Periods automatically update status based on dates:

• Future: Request period hasn’t opened yet
• Open: Request period is currently active (between open and close dates)
• Closed: Request period has closed (past close date)

Editing Request Periods

1. Find the request period you want to edit
2. Click Edit from the actions menu
3. Modify settings as needed
4. Click Update Request Period

Note: Be careful editing open or closed periods, as this may affect employee access or historical data.

Deleting Request Periods

1. Find the request period you want to delete
2. Click Delete from the actions menu
3. Confirm the deletion

Warning: Deleting a request period may affect employee requests that reference it. Consider closing periods instead of deleting when possible.

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📅 Calendar View

Accessing Calendar View

1. Navigate to Admin → Request Periods
2. Click Calendar View tab
3. See all request periods displayed in calendar format

Calendar Features

• Color Coding: Different colors for different request types
• Status Indicators: Visual indicators for Future, Open, and Closed periods
• Date Navigation: Navigate between months to see future periods
• Period Details: Click on periods to see details

Calendar Legend

The calendar includes a legend showing:

• Future: Periods not yet open for requests
• Open: Currently active request periods
• Closed: Past request periods

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⚙️ Feature Toggle

Enabling/Disabling Schedule Requests

You can enable or disable the Schedule Requests feature for your business:

1. Navigate to Admin → Request Periods
2. Find the Feature Toggle section at the top
3. Toggle Enable Schedule Requests on or off
4. Changes take effect immediately

When Disabled:

• Employees cannot access Schedule Requests
• Request periods table and filters are hidden
• Calendar view is hidden
• Existing requests remain in the system but cannot be accessed

When Enabled:

• All Schedule Requests features are available
• Employees can submit requests during open periods
• Managers can review and approve requests

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✅ Best Practices

Planning Request Periods

1. Create Periods Early: Set up request periods well in advance of schedule periods
2. Give Adequate Time: Allow enough time between request period close and schedule creation
3. Clear Communication: Notify employees when request periods open and close
4. Consistent Timing: Use consistent timing patterns (e.g., always open 2 weeks before schedule period)

Request Period Timing

Recommended Timeline:

• Request period opens: 3-4 weeks before schedule period starts
• Request period closes: 1-2 weeks before schedule period starts
• This gives managers 1-2 weeks to review requests before creating schedules

Multiple Request Types

Consider creating separate periods for different request types:

• Day Off Requests: May need longer review time
• Shift On Requests: Can often be processed faster
• Schedule Changes: May require more coordination

Managing Multiple Schedules

• Create request periods for each schedule separately
• Coordinate timing so periods don’t overlap confusingly
• Use consistent naming or date patterns for clarity

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🔧 Common Issues & Solutions

Issue: “Employees can’t submit requests”

Symptoms: Employees report they cannot access Schedule Requests
Solution:

• Check that Schedule Requests feature is enabled
• Verify request periods exist and are currently open
• Ensure employees have proper permissions
  Prevention: Regularly check feature toggle and request period status

Issue: “Request period closed too early”

Symptoms: Employees complain they missed the deadline
Solution:

• Extend the close date if the period is still open
• Create a new period if the original has closed
• Consider allowing late requests on a case-by-case basis
  Prevention: Set clear deadlines and communicate them well in advance

Issue: “Too many requests submitted at once”

Symptoms: Managers overwhelmed with requests at deadline
Solution:

• Consider extending request periods
• Stagger request types with different deadlines
• Provide early submission incentives
  Prevention: Set longer request periods and encourage early submission

Issue: “Request periods not showing in calendar”

Symptoms: Calendar view is empty or missing periods
Solution:

• Verify request periods are created correctly
• Check date ranges are valid
• Ensure periods are associated with published schedules
  Prevention: Test calendar view after creating periods

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💡 Pro Tips

• Automate When Possible: Set up request periods on a recurring schedule
• Monitor Status: Regularly check which periods are open or closing soon
• Communicate Clearly: Send reminders when request periods are opening or closing
• Review Patterns: Analyze request patterns to optimize period timing
• Flexibility: Consider allowing some flexibility for urgent requests outside periods
• Documentation: Keep notes on what works well for your organization

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📚 Related Topics

• Schedule Requests Guide: Employee guide for submitting requests
• Creating Schedules: How to create schedules after reviewing requests
• Schedule Templates: Use templates with request periods for efficiency

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❓ Need More Help?

• Feature not available? Ensure the Shifts & Scheduling core app is enabled
• Can’t create periods? Verify you have admin permissions and schedules exist
• Questions about timing? Consider your organization’s scheduling workflow when setting periods
• Need to bulk create? Currently periods must be created individually, but you can copy settings from existing periods

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This guide covers managing request periods as an administrator. For information about submitting requests as an employee, see the Schedule Requests Guide.