Submitting Schedule Requests

How-To Guide For Employees Time Off
Last updated: January 26, 2026 • Version: 1.0
Table of Contents

Submitting Schedule Requests

Learn how to submit schedule requests for days off, additional shifts, or schedule changes. Understand request types, status tracking, and how to modify or cancel pending requests.

Overview

Schedule Requests allow you to formally request changes to your schedule, including time off, additional shifts, or modifications to existing assignments. These requests help managers plan coverage and ensure your scheduling needs are properly documented and tracked.

Who this is for: All employees
Time needed: 5-10 minutes per request
Prerequisites: Access to the Schedule Requests feature (enabled by your administrator)

🎯 What You’ll Learn

  • How to submit different types of schedule requests
  • How to track request status and history
  • How to modify or cancel pending requests
  • Understanding request periods and deadlines

đź“‹ Request Types

The system supports three types of schedule requests:

1. Day Off Request

Request time off for specific dates when you’re unavailable to work.

Use when:

  • You need a personal day off
  • You have a medical appointment
  • You’re taking a vacation day
  • You have a family commitment

2. Shift On Request

Request to be scheduled for additional shifts on specific dates.

Use when:

  • You want to pick up extra hours
  • You’re available to cover for others
  • You want to work additional shifts

3. Schedule Change Request

Request modifications to your existing schedule assignments.

Use when:

  • You need to swap shift times
  • You want to change your assigned location
  • You need to adjust your shift duration

🚀 Submitting a Schedule Request

Step 1: Access Schedule Requests

  1. Navigate to Schedule Requests from your dashboard or main menu
  2. Click New Request button
  3. You’ll see the request form with options for all three request types

Step 2: Select Request Type

Choose the type of request that matches your need:

  • Day Off - For time off requests
  • Shift On - For additional shift requests
  • Schedule Change - For modifying existing assignments

Step 3: Fill Out Request Details

For Day Off Requests:

  1. Select Dates: Choose the start and end date for your time off
  2. Priority Level: Select High, Medium, or Low priority
    • High: Urgent or time-sensitive requests
    • Medium: Standard requests with reasonable notice
    • Low: Flexible requests that can be accommodated later
  3. Reason: Provide a brief explanation (optional but recommended)
  4. Notes: Add any additional details managers should know

For Shift On Requests:

  1. Select Dates: Choose the date range you’re available
  2. Preferred Times: Specify preferred shift times (optional)
  3. Locations: Select locations where you’re willing to work
  4. Priority Level: Indicate how important this request is
  5. Notes: Add any relevant information about your availability

For Schedule Change Requests:

  1. Select Dates: Choose the date range for the schedule change
  2. Current Assignment: Review your current schedule for those dates
  3. Requested Changes: Specify what you’d like changed
    • New shift times
    • Different location
    • Modified shift duration
  4. Reason: Explain why you need the change
  5. Priority Level: Set the priority for your request

Step 4: Review and Submit

  1. Review all the information you’ve entered
  2. Verify dates are correct
  3. Ensure priority level is appropriate
  4. Click Submit Request

đź’ˇ Tip: Submit requests as early as possible. Many organizations have request periods with deadlines, and early submission increases approval chances.

đź“Š Tracking Request Status

Viewing Your Requests

From the Schedule Requests dashboard, you can see:

  • All Requests: Complete list of your submitted requests
  • Pending: Requests awaiting manager review
  • Approved: Requests that have been approved
  • Denied: Requests that were not approved
  • Cancelled: Requests you’ve cancelled

Request Status Indicators

Each request shows a status badge:

  • 🟡 Pending - Awaiting manager review
  • 🟢 Approved - Request has been approved
  • đź”´ Denied - Request was not approved
  • ⚪ Cancelled - Request was cancelled

Request Details

Click on any request to view:

  • Request type and dates
  • Priority level
  • Current status
  • Status change history
  • Manager notes or comments
  • Submission timestamp

✏️ Modifying Pending Requests

You can modify requests that are still pending approval:

When You Can Modify

  • Request status is “Pending”
  • The request period is still open
  • No manager action has been taken yet

How to Modify

  1. Go to Schedule Requests dashboard
  2. Find your pending request
  3. Click Edit from the actions menu
  4. Make your changes
  5. Click Update Request

Note: Once a request is approved or denied, you cannot modify it. You’ll need to submit a new request if changes are needed.

❌ Cancelling Requests

When to Cancel

You may want to cancel a request if:

  • Your plans have changed
  • You no longer need the time off
  • You’ve resolved the scheduling conflict another way

How to Cancel

  1. Go to Schedule Requests dashboard
  2. Find the request you want to cancel
  3. Click Cancel from the actions menu
  4. Confirm the cancellation

Note: You can only cancel requests that are still pending. Approved requests cannot be cancelled through the system (contact your manager if needed).

đź“… Understanding Request Periods

What Are Request Periods?

Request periods are time windows set by administrators when you can submit requests for specific schedule periods. These help managers plan schedules more effectively.

How They Work

  1. Schedule Period: The actual dates you’re requesting changes for
  2. Request Period: The window when you can submit requests for that schedule period
  3. Open Date: When the request period opens
  4. Close Date: When the request period closes (deadline)

Example

  • Schedule Period: November 23 - December 7, 2025
  • Request Period: Open November 15 - November 22, 2025
  • What This Means: You can submit requests between Nov 15-22 for the Nov 23-Dec 7 schedule period

Finding Request Periods

  • Check the Request Calendar view on the Schedule Requests page
  • Look for colored indicators showing when request periods are open
  • Contact your manager or administrator if you’re unsure about deadlines

âś… Success Indicators

You’ll know your request was submitted correctly when:

  • âś… You see a confirmation message
  • âś… The request appears in your “Pending” requests list
  • âś… You receive a notification confirming submission
  • âś… Request shows correct dates and details

🔧 Common Issues & Solutions

Issue: “Request period is closed”

Symptoms: You cannot submit a request for the selected dates
Solution: Check the request calendar to see when request periods are open. You may need to wait for the next request period or contact your manager
Prevention: Submit requests early, before request periods close

Issue: “Cannot modify this request”

Symptoms: Edit button is disabled or request cannot be changed
Solution: Only pending requests can be modified. If approved/denied, submit a new request
Prevention: Review request details carefully before submitting

Issue: “No request periods available”

Symptoms: You don’t see any open request periods
Solution: Contact your administrator. Request periods must be configured for your schedule
Prevention: N/A - This is an administrative setting

Issue: “Request was denied”

Symptoms: Your request shows “Denied” status
Solution: Review any manager notes for the reason. You may need to submit a new request with different dates or details
Prevention: Submit requests early, provide clear reasons, and ensure you’re requesting within allowed parameters

đź’ˇ Pro Tips

  • Submit Early: The earlier you submit, the better your chances of approval
  • Be Specific: Provide clear reasons and details in your request notes
  • Check Calendar: Review the request calendar before submitting to ensure periods are open
  • Set Appropriate Priority: Use High priority only for urgent, time-sensitive requests
  • Follow Up: If a request is pending for a long time, consider following up with your manager
  • Track Status: Regularly check your request status to stay informed

âť“ Need More Help?

  • Can’t find Schedule Requests? Check with your administrator - the feature must be enabled
  • Request period questions? Contact your manager or administrator for request period schedules
  • Need urgent changes? For last-minute requests outside request periods, contact your manager directly
  • Want to learn more? See the Request Periods Admin Guide for how administrators manage request periods

This guide covers submitting schedule requests. For information about managing request periods as an administrator, see the Request Periods Admin Guide.

Article ID: schedule_requests_guide