The Shift Schedule Module is your personal shift management center. It displays your assigned work shifts for the current and next month, provides shift details, and allows you to request shift swaps with colleagues.
Your shift schedule shows:
✅ View Current & Next Month - Plan ahead for 2 months
✅ Detailed Shift Information - Time, location, requirements
✅ Request Shift Swaps - Exchange shifts with colleagues
✅ Swap Status Tracking - Monitor pending swap requests
✅ Shift Reminders - Get notified before your shift
✅ Export Schedule - Download to personal calendar
✅ Print Schedule - Physical copy for reference
✅ Real-Time Updates - Changes appear instantly
BENEFITS OF USING SHIFT SCHEDULE:
📋 PLANNING
├─ Know your schedule in advance
├─ Plan personal commitments
├─ Prepare for shift changes
└─ Manage work-life balance
🔄 FLEXIBILITY
├─ Request shift swaps
├─ Accommodate special needs
├─ Coordinate with teammates
└─ Get approval quickly
📱 ACCESSIBILITY
├─ Access from anywhere
├─ Mobile-friendly interface
├─ Download to calendar apps
└─ Set phone reminders
✅ TRACKING
├─ Monitor swap status
├─ View approval history
├─ Track shift changes
└─ Maintain recordsTIME DETAILS
═════════════════════════════════════════
Shift Name: Morning Shift / Day Shift
Start Time: 08:00 AM
End Time: 05:00 PM (17:00)
Total Duration: 9 hours (including break)
Working Hours: 8 hours
Break Time: 12:00 PM - 1:00 PM (1 hour)
SCHEDULE BREAKDOWN
─────────────────────────────────────────
08:00 - 12:00 Morning work block (4 hours)
12:00 - 13:00 Lunch break
13:00 - 17:00 Afternoon work block (4 hours)
17:00 Shift end / Check-out time
CHARACTERISTICS
─────────────────────────────────────────
✅ Standard business hours
✅ Best for work-life balance
✅ Majority of team working
✅ Good for meetings & collaboration
❌ Early morning wake-up required
❌ Least flexible for evening plans
IDEAL FOR
─────────────────────────────────────────
• Sales & customer service
• Administrative work
• Team coordination
• Client-facing rolesTIME DETAILS
═════════════════════════════════════════
Shift Name: Afternoon Shift / Swing Shift
Start Time: 02:00 PM (14:00)
End Time: 11:00 PM (23:00)
Total Duration: 9 hours (including break)
Working Hours: 8 hours
Break Time: 05:00 PM - 6:00 PM (1 hour)
SCHEDULE BREAKDOWN
─────────────────────────────────────────
14:00 - 17:00 Afternoon work block (3 hours)
17:00 - 18:00 Dinner break
18:00 - 23:00 Evening work block (5 hours)
23:00 Shift end / Check-out time
CHARACTERISTICS
─────────────────────────────────────────
✅ Later start time (sleep in)
✅ Overlaps with morning shift
✅ Good for evening people
✅ More flexible mornings
❌ Late night finish
❌ Can affect sleep schedule
❌ Less time for evening activities
IDEAL FOR
─────────────────────────────────────────
• Support & monitoring roles
• Second shift coverage
• Customer service
• IT & technical support
• 24/7 operationsTIME DETAILS
═════════════════════════════════════════
Shift Name: Night Shift / Graveyard Shift
Start Time: 11:00 PM (23:00)
End Time: 08:00 AM (next day)
Total Duration: 9 hours (including break)
Working Hours: 8 hours
Break Time: 02:00 AM - 3:00 AM (1 hour)
SCHEDULE BREAKDOWN
─────────────────────────────────────────
23:00 - 02:00 Evening work block (3 hours)
02:00 - 03:00 Midnight break
03:00 - 08:00 Early morning block (5 hours)
08:00 Shift end / Check-out time
CHARACTERISTICS
─────────────────────────────────────────
✅ Premium pay (night differential)
✅ Quiet work environment
✅ Less crowded office
✅ Excellent for night owls
❌ Sleep disruption
❌ Affects social life
❌ Health considerations
❌ Difficult schedule adjustment
IDEAL FOR
─────────────────────────────────────────
• 24/7 monitoring & support
• Night operations
• Data processing
• Maintenance work
• Security roles
• IT support
HEALTH TIPS FOR NIGHT SHIFT
─────────────────────────────────────────
• Maintain consistent sleep schedule
• Blackout windows during day sleep
• Stay hydrated
• Avoid caffeine after shift
• Get sunlight exposure
• Exercise before/after shiftTIME DETAILS
═════════════════════════════════════════
Shift Name: OFF / Rest Day
Status: No work scheduled
Duration: 24 hours
Pay: Regular daily rate (depends on contract)
WHAT YOU CAN DO
─────────────────────────────────────────
✅ Rest and recuperate
✅ Personal activities
✅ Family time
✅ Hobbies and sports
✅ Errands and appointments
✅ Available for emergency OT (with notification)
IMPORTANT NOTES
─────────────────────────────────────────
• Not liable for work unless emergency
• Can decline voluntary OT
• Should inform if unavailable
• Can request swap for another day off
• Holiday pay if on holidayROTATING SHIFT PATTERN - 28 DAY CYCLE
Week 1 (Dec 1-7):
─────────────────────────────────────────
Mon Dec 1 Morning 08:00-17:00 ✅
Tue Dec 2 Morning 08:00-17:00 ✅
Wed Dec 3 Morning 08:00-17:00 ✅
Thu Dec 4 OFF No work
Fri Dec 5 OFF No work
Sat Dec 6 Afternoon 14:00-23:00 ✅
Sun Dec 7 Afternoon 14:00-23:00 ✅
Week 2 (Dec 8-14):
─────────────────────────────────────────
Mon Dec 8 Night 23:00-08:00 ✅
Tue Dec 9 Night 23:00-08:00 ✅
Wed Dec 10 Night 23:00-08:00 ✅
Thu Dec 11 Night 23:00-08:00 ✅
Fri Dec 12 OFF No work
Sat Dec 13 OFF No work
Sun Dec 14 Morning 08:00-17:00 ✅
Week 3 (Dec 15-21):
─────────────────────────────────────────
(Similar pattern continues)
Week 4 (Dec 22-28):
─────────────────────────────────────────
(Pattern completes, then repeats)
PATTERN BENEFITS
─────────────────────────────────────────
✅ Fair distribution of shifts
✅ Everyone gets variety
✅ No one stuck on night shift
✅ Predictable pattern
✅ Easy to plan aheadFIXED SHIFT PATTERN - SAME EVERY WEEK
Monday Morning 08:00-17:00 ✅
Tuesday Morning 08:00-17:00 ✅
Wednesday Morning 08:00-17:00 ✅
Thursday Morning 08:00-17:00 ✅
Friday Morning 08:00-17:00 ✅
Saturday OFF No work
Sunday OFF No work
ADVANTAGES
─────────────────────────────────────────
✅ Predictable schedule
✅ Easy to plan personal life
✅ Same time every day
✅ Better sleep consistency
✅ Good for family planning
DISADVANTAGES
─────────────────────────────────────────
❌ Less flexibility
❌ No variety
❌ Harder to swap
❌ Can be boringFLEXIBLE SCHEDULE - VARIES BY WEEK
Example:
─────────────────────────────────────────
Week 1: Morning, Morning, Afternoon, OFF, OFF, Night, Night
Week 2: Afternoon, OFF, Morning, Night, Afternoon, OFF, Morning
Week 3: Night, Night, Morning, OFF, Afternoon, Afternoon, OFF
CHARACTERISTICS
─────────────────────────────────────────
✅ Adapts to business needs
✅ More variety
✅ Challenging but interesting
❌ Harder to plan ahead
❌ Requires checking regularly
❌ Less predictableMethod 1: From Main Menu
Main Dashboard
↓
Left Navigation Menu
↓
🕐 Shift Schedule (Click)
↓
Shift Schedule Page OpensMethod 2: Direct Link
https://dtr.company.com/employee/shift-scheduleMethod 3: From Top Menu
[Employee Menu ▼]
├─ Dashboard
├─ Attendance
├─ Calendar
├─ Shift Schedule ← Click here
├─ Leave Request
├─ Overtime Request
└─ NotificationsMethod 4: From Dashboard
Dashboard Widget
↓
Upcoming Shifts Card
↓
[View Full Schedule] button
↓
Shift Schedule Page OpensWhen you first access the schedule:
LOADING SCREEN
═════════════════════════════════════════
┌─────────────────────────────────────┐
│ Loading Shift Schedule... │
│ │
│ ⏳ Fetching current month shifts │
│ ⏳ Loading next month shifts │
│ ⏳ Fetching workplace details │
│ ⏳ Loading your preferences │
│ │
│ [Please wait 2-5 seconds] │
│ │
└─────────────────────────────────────┘
After loading:
↓
✅ Schedule fully loaded
Ready for interactionSHIFT SCHEDULE PAGE STRUCTURE
═════════════════════════════════════════
┌─────────────────────────────────────────────┐
│ SHIFT SCHEDULE 🔔 🔄 │
├─────────────────────────────────────────────┤
│ │
│ [Month View ▼] [Export] [Print] [Help] │
│ │
├─────────────────────────────────────────────┤
│ │
│ SCHEDULE CALENDAR GRID │
│ │
│ DECEMBER 2025 │
│ ┌─────────────────────────────────┐ │
│ │ Sun Mon Tue Wed Thu Fri Sat │ │
│ │ 1 2 │ │
│ │ MOR MOR MOR MOR MOR OFF AFT │ │
│ │ 3 4 5 6 7 8 9 │ │
│ │ OFF NIG NIG NIG NIG OFF OFF │ │
│ │ 10 11 12 13 14 15 16 │ │
│ │ MOR MOR MOR MOR MOR OFF AFT │ │
│ │ 17 18 19 20 21 22 23 │ │
│ │ OFF NIG NIG NIG NIG OFF OFF │ │
│ │ 24 25 26 27 28 29 30 │ │
│ │ MOR MOR MOR MOR MOR OFF AFT │ │
│ │ 31 │ │
│ │ OFF │ │
│ └─────────────────────────────────┘ │
│ │
│ [◀ Previous] [Today] [Next ▶] │
│ │
├─────────────────────────────────────────────┤
│ │
│ QUICK INFO PANEL │
│ ───────────────────────────────── │
│ Today's Shift: Morning (08:00-17:00) │
│ Next Shift: Dec 5 - Afternoon (14:00-23) │
│ Upcoming Days Off: Dec 4, 8, 15, 22, 29 │
│ │
├─────────────────────────────────────────────┤
│ │
│ LEGEND │
│ ───────────────────────────────── │
│ 🟢 MOR = Morning | 🟡 AFT = Afternoon │
│ 🔵 NIG = Night | ⬜ OFF = Day Off │
│ 🟠 ⚠️ = Pending | 🟡 ⏳ = Swap Pending │
│ │
└─────────────────────────────────────────────┘Top Navigation Bar
CONTROL BUTTONS
═════════════════════════════════════════
[Month View ▼]
├─ Month View (Full month calendar)
├─ Week View (Single week in detail)
├─ List View (Simple list format)
└─ Agenda View (Upcoming shifts only)
[Export ▼]
├─ Export to Google Calendar
├─ Export to Outlook Calendar
├─ Download ICS File
└─ Download PDF
[Print]
├─ Printer dialog opens
├─ Print-friendly format
└─ Include all months
[Help]
├─ Show tips
├─ FAQ about schedule
└─ Contact supportBottom Navigation Bar
MONTH NAVIGATION
═════════════════════════════════════════
[◀ Previous Month]
↓
Go to November 2025
[Today]
↓
Jump to current month (December)
[Next Month ▶]
↓
Go to January 2026
Month: December 2025 (Clickable to jump to specific month)Default Calendar Display
The main calendar shows the full month with:
- All 28-31 days visible
- Shift abbreviations in each cell
- Color coding for shift types
- Clickable for details
DECEMBER 2025
┌──────────────────────────────────┐
│ Sun Mon Tue Wed Thu Fri Sat │
├──────────────────────────────────┤
│ 1 2 │
│ │
│ 3 4 5 6 7 8 9 │
│ │
│ 10 11 12 13 14 15 16 │
│ │
│ 17 18 19 20 21 22 23 │
│ │
│ 24 25 26 27 28 29 30 │
│ │
│ 31 │
│ │
└──────────────────────────────────┘
Each cell shows:
┌──────────────┐
│ 4 (Thu) │ ← Date & day of week
│ │
│ MOR │ ← Shift abbreviation
│ 08:00-17:00 │ ← Shift times
│ │
│ [Click ▶] │ ← Indicator to click
└──────────────┘Detailed Week Display
WEEK OF DECEMBER 1-7, 2025
═════════════════════════════════════════
Time Mon 1 Tue 2 Wed 3 Thu 4 Fri 5 Sat 6 Sun 7
────────────────────────────────────────────────────────────────
08:00 ┌─────┐ ┌─────┐ ┌─────┐ ┌─────┐ ┌─────┐
│ MOR │ │ MOR │ │ MOR │ │ MOR │ │ MOR │ OFF OFF
│ ✅ │ │ ✅ │ │ ✅ │ │ 🔔 │ │ ⏰ │
12:00 │ │ │ │ │ │ │ │ │ │
│ BRK │ │ BRK │ │ BRK │ │ BRK │ │ BRK │
14:00 │ │ │ │ │ │ │ │ │ │
└─────┘ └─────┘ └─────┘ └─────┘ └─────┘ ┌─────┐
17:00 │ AFT │
│ 14:00
│-23:00
Legend:
✅ = Checked in
🔔 = Today
⏰ = Pending swapSimple List Format
SHIFT SCHEDULE - DECEMBER 2025
═════════════════════════════════════════
Date Day Shift Time Status
────────────────────────────────────────────────────────
Dec 1 Monday Morning 08:00-17:00 ✅ Completed
Dec 2 Tuesday Morning 08:00-17:00 ✅ Completed
Dec 3 Wednesday Morning 08:00-17:00 ✅ Completed
Dec 4 Thursday Morning 08:00-17:00 🔔 Today
Dec 5 Friday Morning 08:00-17:00 📅 Upcoming
Dec 6 Saturday Afternoon 14:00-23:00 📅 Upcoming
Dec 7 Sunday Afternoon 14:00-23:00 📅 Upcoming
Dec 8 Monday OFF - 📅 Upcoming
Dec 9 Tuesday Night 23:00-08:00 📅 Upcoming
...Step 1: Find the Shift
Locate the shift date on your calendar.
Step 2: Click on Shift Cell
Click on date → Shift details expand or modal opensStep 3: View Full Information
┌──────────────────────────────────────────┐
│ SHIFT DETAILS - DECEMBER 4, 2025 │
│ Thursday - Morning Shift │
├──────────────────────────────────────────┤
│ │
│ SHIFT INFORMATION │
│ ──────────────────────────────────── │
│ Shift Name: Morning Shift │
│ Shift Code: MOR-001 │
│ Status: 🟢 CONFIRMED │
│ Last Modified: Dec 1, 2025 │
│ │
│ TIMING DETAILS │
│ ──────────────────────────────────── │
│ Date: Thursday, Dec 4, 2025 │
│ Start Time: 08:00 AM │
│ End Time: 05:00 PM (17:00) │
│ Total Duration: 9 hours │
│ Working Hours: 8 hours (1h break) │
│ Break: 12:00 PM - 1:00 PM │
│ Break Duration: 1 hour │
│ │
│ WORKPLACE DETAILS │
│ ──────────────────────────────────── │
│ Workplace: Main Office │
│ Address: 123 Business Ave │
│ City/Area: Metro Manila, City │
│ Building: Tower A, 3rd Floor │
│ Workstation: Desk 5-A │
│ Zone: Engineering Zone │
│ Parking: Level 2, Slot 105 │
│ │
│ TEAM & COLLEAGUES │
│ ──────────────────────────────────── │
│ Team Lead: Pedro Santos │
│ Immediate Supervisor: Maria Garcia │
│ Required Team: Engineering Team │
│ Other Members: 3 other engineers │
│ │
│ REQUIREMENTS & NOTES │
│ ──────────────────────────────────── │
│ Uniform: Business Casual │
│ Equipment: Laptop, ID Badge │
│ Special Notes: Team meeting at 10:00AM │
│ Bring project updates │
│ Accessibility: Wheelchair accessible │
│ Parking Info: Free onsite parking │
│ │
│ ATTENDANCE RECORD │
│ ──────────────────────────────────── │
│ Check-In Time: 08:30 AM ✅ │
│ Check-In Status: On location │
│ Check-Out Time: 17:15 PM ✅ │
│ Check-Out Status: Normal │
│ Duration: 8h 45m │
│ Approval Status: ✅ APPROVED │
│ │
│ ACTIONS AVAILABLE │
│ ──────────────────────────────────── │
│ [Request Swap] [Set Reminder] │
│ [Export Event] [Print Details] │
│ [Share Schedule] [Report Issue] │
│ │
│ [Close]│
│ │
└──────────────────────────────────────────┘Shift Timing
Workplace Details
Team Information
Requirements
Notes & Announcements
Schedule Additions
When new shifts are assigned:
NEW SHIFT ASSIGNED
═════════════════════════════════════════
🔔 NOTIFICATION:
"New shift assigned for Dec 20"
DETAILS:
├─ Date: December 20, 2025 (Friday)
├─ Shift: Night (23:00-08:00)
├─ Reason: Operational need
└─ Effective: Immediately
CALENDAR UPDATE:
┌──────────────────┐
│ Dec 20 │
│ NEW: Night Shift │ ← Highlighted
│ 23:00-08:00 │
└──────────────────┘
ACTION REQUIRED:
✅ Accept & Acknowledge
❌ Request Exception (if conflict)Shift Cancellations
When assigned shifts are cancelled:
SHIFT CANCELLED
═════════════════════════════════════════
🔔 NOTIFICATION:
"Your Dec 6 Afternoon shift has been cancelled"
REASON:
└─ Low operational needs / Holiday closure
NEW STATUS:
├─ Dec 6: Now OFF (Day off given instead)
├─ Alternative: May be reassigned later
└─ No action needed
IMPLICATIONS:
✅ Extra day off
❌ Lower pay (if hourly)
📞 Check with HR if uncertainShift Modifications
When shift times change:
SHIFT TIME MODIFIED
═════════════════════════════════════════
🔔 NOTIFICATION:
"Your Dec 8 Morning shift time has changed"
ORIGINAL:
├─ Start: 08:00 AM
├─ End: 05:00 PM
└─ Duration: 9 hours
NEW:
├─ Start: 07:00 AM ← Earlier by 1 hour
├─ End: 04:00 PM ← Earlier by 1 hour
└─ Duration: 9 hours
BREAK ADJUSTED:
├─ Original: 12:00-1:00 PM
├─ New: 11:00 AM-12:00 PM ← 1 hour earlier
└─ Duration: Still 1 hour
REASON: Team meeting moved earlier
CALENDAR UPDATE: ⚠️ [Important - Review]Emergency Schedule Changes
When urgent changes happen:
URGENT SCHEDULE CHANGE
═════════════════════════════════════════
🚨 HIGH PRIORITY NOTIFICATION:
"URGENT: Your shift time changed to Dec 4"
TIME: Changed with minimal notice
├─ Original: Afternoon (14:00-23:00)
├─ New: Morning (08:00-17:00)
└─ Effective: Tomorrow (Dec 4)
REASON: Emergency operational need
APPROVER: Manager approval already done
│ Approved by: Pedro Santos (Manager)
│ Approved: Dec 3 at 6:00 PM
└─ No further action needed
✅ ACKNOWLEDGE to confirm receipt
📞 Contact manager if conflictIn-App Notification
Bell icon in top-right corner shows:
🔔 with red badge = Unread notifications
Click to see:
├─ Schedule changes
├─ Shift additions
├─ Swap request responses
└─ Important announcementsEmail Notification
Email received to: juan.delacruz@company.com
Subject: "Shift Schedule Update - Dec 20"
Body includes:
├─ What changed
├─ New details
├─ Why it changed
├─ Any action needed
└─ Link to view full scheduleSMS Notification (Optional)
Text received: [If enabled in preferences]
"DTR Alert: New night shift assigned Dec 20.
Check app for details."Push Notification (Mobile)
If using mobile app:
[DTR System]
"Shift change: Dec 8 Morning now 07:00-16:00"
Tap → Opens shift detailsAcknowledge Schedule Change
CHANGE NOTIFICATION
═════════════════════════════════════════
🔔 Your Dec 6 shift changed
┌─────────────────────────────────────┐
│ New Time: 07:00 AM - 04:00 PM │
│ │
│ ✅ [Acknowledge & Accept] │
│ ❓ [Need More Info] │
│ ❌ [Have Conflict] │
│ │
└─────────────────────────────────────┘
If you click "Acknowledge & Accept":
├─ Change is confirmed
├─ Calendar updates
└─ No further action needed
If you click "Have Conflict":
├─ Reason form appears
├─ Send to manager for review
└─ Await responseA shift swap allows you to exchange your shift with a colleague's shift. Both employees must agree, and a manager must approve.
SHIFT SWAP FLOW
═════════════════════════════════════════
You: Colleague: Manager:
│ │ │
├─ Own Shift │ │
│ Dec 4 MOR │ │
│ 08-17 │ │
│ │ │
├─ Request ──────► Can you swap? │
│ │ │
│ ├─ Their shift │
│ │ Dec 5 AFT │
│ │ 14-23 │
│ │ │
│ ├─ Accept ────────►│ Review
│ │ │
│ │ ├─ Approve
│ │ │
│ ✅ You work Dec 5 AFT 14-23 │
│ ✅ Colleague works Dec 4 MOR 08-17
│ │
└──────────────────────────────────┘Step 1: Find the Shift to Swap
Click on your shift date
↓
Shift details modal opens
↓
Look for [Request Swap] buttonStep 2: Initiate Swap Request
┌──────────────────────────────────────┐
│ REQUEST SHIFT SWAP │
├──────────────────────────────────────┤
│ │
│ YOUR SHIFT │
│ ──────────────────────────────────── │
│ Date: December 4, 2025 (Thursday) │
│ Shift: Morning (08:00-17:00) │
│ │
│ SEARCH FOR COLLEAGUE TO SWAP WITH │
│ ──────────────────────────────────── │
│ Colleague: [Search name or ID...] │
│ [Juan Dela Cruz] │
│ │
│ OR: Select from Team Members │
│ ┌────────────────────────────────┐ │
│ │ ☐ Maria Garcia (Afternoon) │ │
│ │ ☑ Juan Dela Cruz (Night) │ │
│ │ ☐ Pedro Santos (Morning) │ │
│ │ ☐ Rosa Santos (OFF) │ │
│ └────────────────────────────────┘ │
│ │
│ COLLEAGUE'S AVAILABLE SHIFTS │
│ ──────────────────────────────────── │
│ ☑ Dec 5 - Afternoon (14:00-23:00) │
│ ├─ Shift Code: AFT-001 │
│ ├─ Team: Sales │
│ └─ Status: Available for swap │
│ │
│ ☐ Dec 12 - Night (23:00-08:00) │
│ └─ Status: Already has pending │
│ │
│ SELECTED SWAP │
│ ──────────────────────────────────── │
│ Your Dec 4 Morning ↔ Their Dec 5 Afternoon
│ │
└──────────────────────────────────────┘Step 3: Add Reason (Optional)
┌──────────────────────────────────────┐
│ WHY DO YOU WANT TO SWAP? │
│ (Optional but recommended) │
│ │
│ Reason: │
│ [────────────────────────────────] │
│ "I have a doctor's appointment in │
│ the morning and can work afternoon │
│ instead. Thanks!" │
│ │
│ Character count: 87/500 │
│ │
│ VISIBILITY │
│ ──────────────────────────────────── │
│ This reason will be visible to: │
│ ✅ The colleague (Juan) │
│ ✅ Team Lead (Pedro) │
│ ✅ Manager (HR) │
│ │
└──────────────────────────────────────┘Step 4: Review & Submit
┌──────────────────────────────────────┐
│ REVIEW SWAP REQUEST │
├──────────────────────────────────────┤
│ │
│ FROM: Dec 4 Morning (08-17) │
│ TO: Dec 5 Afternoon (14-23) │
│ │
│ WITH: Juan Dela Cruz │
│ HIS: Dec 5 Afternoon (14-23) │
│ HE GETS: Dec 4 Morning (08-17) │
│ │
│ Status: Ready to submit │
│ │
│ ⚠️ IMPORTANT: │
│ • Both parties must accept │
│ • Manager must approve │
│ • Changes take effect after approval │
│ • You can cancel if not approved │
│ │
│ [✓ Submit Request] [Cancel] │
│ │
└──────────────────────────────────────┘Step 5: Confirmation
┌──────────────────────────────────────┐
│ ✅ SWAP REQUEST SUBMITTED │
├──────────────────────────────────────┤
│ │
│ Request ID: SW-2025-001234 │
│ Status: Awaiting Colleague Response │
│ │
│ What happens next: │
│ 1. Juan receives notification │
│ 2. He has 2 days to respond │
│ 3. If accepted, goes to manager │
│ 4. Manager approves (1 day) │
│ 5. Changes effective immediately │
│ │
│ You'll be notified at each stage: │
│ 📧 Email │
│ 🔔 In-app notification │
│ 📱 SMS (if enabled) │
│ │
│ Track Status: │
│ [View Pending Swaps] [Return] │
│ │
└──────────────────────────────────────┘Pending Acceptance (Waiting for Colleague)
SWAP REQUEST PENDING
═════════════════════════════════════════
Status: 🟡 Awaiting Colleague Response
Request Details:
├─ Request ID: SW-2025-001234
├─ Created: Dec 3, 2025 at 10:00 AM
├─ You Offer: Dec 4 Morning (08-17)
├─ Colleague: Juan Dela Cruz
├─ Juan's Shift: Dec 5 Afternoon (14-23)
│
├─ Status Timeline:
│ Dec 3 - Submitted by you ✅
│ Dec 3 - Notification sent to Juan 📧
│ Dec 5 - Expires if not responded
│
└─ Actions:
[View Details] [Cancel Request]
Expiration:
Days Remaining: 2 days
├─ If not accepted: Request expires
└─ You can resubmit laterColleague Accepted (Waiting for Manager)
SWAP REQUEST - MANAGER REVIEW
═════════════════════════════════════════
Status: 🟡 Awaiting Manager Approval
Request Details:
├─ Request ID: SW-2025-001234
├─ Colleague Response: ✅ Accepted
│ └─ Juan Accepted on Dec 3 at 2:00 PM
│
├─ Current Status: With Manager Pedro Santos
│ └─ Submitted: Dec 3 at 2:10 PM
│ └─ Pending for: 1 day
│ └─ Expected: Dec 4
│
├─ Swap Details:
│ You: Dec 4 Morning → Juan's Dec 5 Afternoon
│ Juan: Dec 5 Afternoon → Your Dec 4 Morning
│
└─ Actions:
[View Details] [Cancel Request] [Message Manager]
Timeline:
Dec 3 10:00 AM - You submitted ✅
Dec 3 02:00 PM - Juan accepted ✅
Dec 3 02:10 PM - Sent to Manager 📧
Dec 4 (Expected) - Manager approvalManager Approved (Confirmed)
SWAP REQUEST - APPROVED ✅
═════════════════════════════════════════
Status: ✅ APPROVED & EFFECTIVE
Request Details:
├─ Request ID: SW-2025-001234
├─ Approved by: Pedro Santos (Manager)
├─ Approved on: Dec 3, 2025 at 3:00 PM
│
├─ Your New Schedule:
│ Dec 4: OFF (original was Morning)
│ Dec 5: Afternoon (14:00-23:00) NEW
│
├─ Juan's New Schedule:
│ Dec 4: Morning (08:00-17:00) NEW
│ Dec 5: OFF (original was Afternoon)
│
├─ Effective: Immediately
│ └─ Changes visible in calendar
│ └─ Workplace notified
│ └─ System updated
│
└─ Actions:
[View Full Schedule] [Export Calendar]
[Print Confirmation]
Complete Timeline:
Dec 3 10:00 AM - Submitted ✅
Dec 3 02:00 PM - Juan accepted ✅
Dec 3 02:10 PM - Sent to Manager 📧
Dec 3 03:00 PM - Manager approved ✅Manager Rejected (Denied)
SWAP REQUEST - REJECTED ❌
═════════════════════════════════════════
Status: ❌ REJECTED
Request Details:
├─ Request ID: SW-2025-001234
├─ Rejected by: Pedro Santos (Manager)
├─ Rejected on: Dec 3, 2025 at 4:00 PM
│
├─ Rejection Reason:
│ "Coverage needed on Dec 4. Cannot approve
│ this swap as both your team and Juan's
│ team need full strength on these dates."
│
├─ Alternative Options:
│ ├─ Request different dates
│ ├─ Request swap with different colleague
│ ├─ Request leave instead
│ └─ Discuss with manager
│
└─ Actions:
[Request New Swap] [View Manager Comment]
[Send Message to Manager]
Guidance:
💡 Swaps are more likely to be approved when:
• Not during busy periods
• Both dates have adequate coverage
• Advance notice given (2+ weeks)
• Team lead supports the swapYou Cancelled (Withdrawn)
SWAP REQUEST - CANCELLED
═════════════════════════════════════════
Status: ❌ CANCELLED
Request Details:
├─ Request ID: SW-2025-001234
├─ Cancelled by: You (Juan Dela Cruz)
├─ Cancelled on: Dec 3, 2025 at 2:30 PM
│
├─ Original Request:
│ Dec 4 Morning ↔ Juan's Dec 5 Afternoon
│
├─ Status at Cancellation:
│ Juan's Response: Accepted ✅
│ Manager Status: Pending Review
│
├─ Cancellation Impact:
│ ✅ Juan is notified
│ ✅ Manager is notified
│ ✅ Request withdrawn completely
│ ✅ No changes to schedule
│
└─ Actions:
[View Schedule] [Request New Swap]Colleague Declined
SWAP REQUEST - DECLINED
═════════════════════════════════════════
Status: ❌ DECLINED
Request Details:
├─ Request ID: SW-2025-001234
├─ Declined by: Juan Dela Cruz
├─ Declined on: Dec 3, 2025 at 5:00 PM
│
├─ Decline Reason:
│ "Sorry, I can't make that day work.
│ Already have evening plans."
│
├─ Status:
│ Request Closed - No further action
│
└─ Options:
[Request with Different Colleague]
[Try Different Dates]
[Request Leave Instead]View All Your Swap Requests
SHIFT SWAP HISTORY
ALL SWAPS (Current & Past)
═════════════════════════════════════════
PENDING (1 request)
─────────────────────────────────────────
Dec 4 Morning (08-17) ↔ Juan Dela Cruz
Dec 5 Afternoon (14-23)
Submitted: Dec 3 at 10:00 AM
Status: 🟡 Awaiting Manager Approval
Action: [View] [Cancel]
APPROVED (3 swaps)
─────────────────────────────────────────
✅ Nov 20 Afternoon ↔ Maria Garcia
Nov 19 Morning
Approved: Nov 18 at 2:00 PM
Completed: Nov 20 ✓
✅ Nov 5 Morning ↔ Pedro Reyes
Nov 8 Night
Approved: Nov 4 at 3:00 PM
Completed: Nov 5 ✓
✅ Oct 12 Night ↔ Rosa Santos
Oct 15 Afternoon
Approved: Oct 10 at 1:00 PM
Completed: Oct 12 ✓
REJECTED (2 requests)
─────────────────────────────────────────
❌ Oct 25 Afternoon ↔ Juan Dela Cruz
Oct 28 Morning
Rejected: Oct 24 at 4:00 PM
Reason: Coverage needed
❌ Sep 10 Morning ↔ Maria Garcia
Sep 15 Afternoon
Rejected: Sep 9 at 2:00 PM
Reason: Conflict with training
CANCELLED (1 request)
─────────────────────────────────────────
⊘ Oct 5 Off ↔ Pedro Reyes
Oct 3 Morning
Cancelled: Oct 4 at 10:00 AM
Reason: Personal change of plansExport to Google Calendar
EXPORT TO GOOGLE CALENDAR
═════════════════════════════════════════
1. Click [Export ▼]
├─ Export to Google Calendar
├─ Export to Outlook
├─ Download ICS File
└─ Download PDF
2. Select "Export to Google Calendar"
3. Google sign-in appears (if needed)
├─ Select your Google account
└─ Authorize access
4. Calendar selection
├─ Choose which Google Calendar
└─ Confirm export
5. ✅ Schedule imported!
├─ All shifts appear in Google Calendar
├─ Get notifications on phone
├─ Sync across devices
└─ Share with family (optional)
Benefits:
✅ Mobile reminders
✅ Color-coded events
✅ Time zone support
✅ Syncs automatically
✅ Works offlineExport to Outlook Calendar
EXPORT TO OUTLOOK CALENDAR
═════════════════════════════════════════
1. Click [Export ▼]
└─ Export to Outlook Calendar
2. Choose export format:
├─ Office 365 / Outlook Web
├─ Outlook Desktop
└─ Download ICS (for import)
3. Outlook login (if needed)
├─ Enter Outlook credentials
└─ Authorize access
4. Calendar selection
├─ Choose target calendar
└─ Confirm
5. ✅ Shifts in Outlook!
├─ All dates synchronized
├─ Mobile sync enabled
├─ Desktop sync enabled
└─ Get desktop notificationsDownload as PDF
DOWNLOAD SCHEDULE AS PDF
═════════════════════════════════════════
1. Click [Export ▼]
└─ Download PDF
2. Select options:
├─ Month(s) to include
│ ☑ December 2025
│ ☑ January 2026
│ ☑ February 2026
│
├─ Included info:
│ ☑ Shift times
│ ☑ Workplace details
│ ☑ Break times
│ ☑ Swap history
│
└─ Format:
○ Calendar view
○ List view
○ Detailed view
3. [Generate PDF]
4. PDF downloads to device
├─ Save for reference
├─ Print if needed
├─ Share with family
└─ Print for locker/walletDownload as ICS File
DOWNLOAD ICS FILE
═════════════════════════════════════════
ICS Format Details:
├─ Standard calendar format
├─ Works with all calendar apps
├─ Portable format
└─ Can be emailed
How to Use ICS File:
1. Download the .ics file
2. Open with calendar app
3. Select "Import" or "Add"
4. Confirm import
5. ✅ Events appear in your calendar
Compatible Apps:
✅ Google Calendar
✅ Microsoft Outlook
✅ Apple Calendar
✅ Thunderbird
✅ Nextcloud
✅ Most calendar appsPrint Full Schedule
PRINT SHIFT SCHEDULE
═════════════════════════════════════════
1. Click [Print]
2. Print dialog opens
├─ Select printer
├─ Choose number of copies
└─ Select pages
3. Print preview shows:
├─ Calendar grid format
├─ Shift details table
├─ Break times
├─ Legend
└─ Workplace information
4. [Print] button
└─ Prints to selected printer
5. ✅ Printed schedule received
├─ Can hang in work area
├─ Carry as reference
├─ Share with team
└─ File for records
Print Tips:
💡 Print in color for better readability
💡 Use landscape orientation
💡 Best on 11x17 paper for multiple monthsEnable Shift Reminders
SHIFT REMINDERS SETTINGS
═════════════════════════════════════════
How to Enable:
1. Open shift details
2. Click [Set Reminder]
3. Configure reminder:
When: [2 hours before ▼]
├─ 30 minutes before
├─ 1 hour before
├─ 2 hours before (default)
└─ Custom time
Notification Type: [Email ▼]
├─ Email
├─ SMS
├─ Push notification
├─ Phone call
└─ Multiple options
4. [Save Reminder]
Reminder Example:
───────────────────────────────────────
EMAIL REMINDER:
Subject: Shift Reminder - Dec 4 Morning
Body:
"You have a shift starting in 2 hours!
Shift: Morning (08:00-17:00)
Location: Main Office, 3rd Floor
Date: Thursday, Dec 4, 2025
Don't forget to:
✓ Check the weather
✓ Prepare your uniform
✓ Leave on time
See you soon!"
───────────────────────────────────────
Default Reminders:
✅ Email reminder 2 hours before
✅ SMS reminder 30 minutes before
❌ Phone call (not by default)Share with Family/Friends
SHARE SCHEDULE
═════════════════════════════════════════
Options:
1. Export & Email
├─ Export as PDF/ICS
├─ Attach to email
└─ Send to family
2. Share Link
├─ Generate shareable link
├─ Set expiration date
├─ Control permissions
└─ Copy & paste link
3. Print & Physical Share
├─ Print calendar
├─ Post on fridge
├─ Give copy to family
└─ Laminate for durability
4. Calendar Sync
├─ Add family member to shared calendar
├─ They get live updates
├─ Can see changes in real-time
└─ Requires permission
Privacy & Security:
⚠️ Only share with trusted people
⚠️ Don't share publicly
⚠️ Be careful with sensitive details
⚠️ Can revoke access anytime✅ DO:
Check Schedule Regularly
Daily: Morning - confirm today's shift
Weekly: Sunday - review next week
Monthly: End of month - plan aheadPlan Ahead
Before requesting swap:
├─ Check 2+ weeks in advance
├─ Find willing colleague first
├─ Plan coverage
└─ Submit earlyRequest Swaps Early
Advance Notice Recommended:
├─ 1 month ahead: Almost always approved
├─ 2 weeks ahead: Usually approved
├─ 1 week ahead: Sometimes approved
├─ 2-3 days ahead: Rarely approved
└─ Same day: Almost never approvedCoordinate with Team
Before swap request:
├─ Inform your team lead
├─ Check if coverage exists
├─ Discuss with colleague informally
├─ Then submit formal requestExport to Personal Calendar
Keep aligned:
├─ Export to Google/Outlook
├─ Get mobile reminders
├─ Never miss a shift
├─ Share with familySet Reminders
On important shifts:
├─ Team events
├─ First shift of week
├─ Schedule changes
├─ Difficult times❌ DON'T:
Don't Request Last Minute
❌ Same day swaps rarely approved
❌ Gives no time for planning
❌ Creates coverage gaps
❌ Shows poor planning
Better: Request 2+ weeks aheadDon't Assume Approval
❌ Don't tell people you got the swap
until fully approved
❌ Don't make personal plans
until confirmed
❌ Don't change your calendar
until system updatesDon't Swap During Critical Times
❌ During project deadlines
❌ During month-end closing
❌ During busy seasons
❌ During reduced staffing
Better: Choose normal periodsDon't Forget to Check Impacts
Before swapping:
❌ Don't forget about:
• Team commitments
• Training sessions
• Meetings scheduled
• Project deadlinesDon't Share Schedule Carelessly
❌ Don't share publicly
❌ Don't post on social media
❌ Don't leave printed copies around
❌ Don't screenshot privatelyShift-Attendance Connection:
UNDERSTANDING THE LINK
═════════════════════════════════════════
Scheduled Shift:
├─ Dec 4: Morning (08:00-17:00)
│ └─ System expects you to work
Attendance Record:
├─ Dec 4: Check-in 08:30, Check-out 17:15
│ └─ You actually worked
Matching:
├─ ✅ Your attendance matches shift
├─ ✅ All hours accounted for
├─ ✅ Approval automatic
└─ ✅ Verified and complete
Mismatch:
├─ ⚠️ You didn't check-in
├─ ⚠️ You checked-in late
├─ ⚠️ You checked-out early
├─ ⚠️ Missing attendance record
└─ 🔄 Requires manager review
Best Practice:
✅ Always check-in on time
✅ Work full shift
✅ Check-out on time
✅ Verify in Attendance moduleSymptom: Blank calendar or loading spinner stuck
Solutions:
Wait for Load
Wait 5-10 seconds for data to load
Network can be slow sometimesRefresh Page
Press F5 or Ctrl+R
Or use [Refresh] buttonClear Cache
Chrome: Ctrl+Shift+Delete
Firefox: Ctrl+Shift+Delete
Safari: Cmd+Shift+DeleteTry Different Browser
✅ Chrome (recommended)
✅ Firefox
✅ Edge
✅ Safari
❌ Avoid old IE versionsCheck Internet
Ensure you have:
├─ Active internet connection
├─ Stable connection
├─ Sufficient bandwidth
└─ No VPN issuesContact IT
If still not working:
Email: support@dtr.company.com
Phone: +63 2 1234 5678Symptom: Expected shifts don't appear on calendar
Solutions:
Check Month
Are you looking in correct month?
Use [Previous/Next] to navigate
Check both Dec 2025 and Jan 2026Verify Dates
Confirm shift dates:
└─ Email or HR may have detailsRefresh
Press F5
Wait 5 seconds
Check againContact HR
If shifts still missing:
├─ Shift may not be assigned yet
├─ Could be system delay
└─ Contact HR to confirmSymptom: Swap button is disabled or gives error
Solutions:
Check Timing
Swaps possible only for:
├─ Future shifts (not past)
├─ Not already swapped
├─ Not already approved/rejected
└─ Not in blackout periodVerify Colleague
Colleague must:
├─ Be on your team/department
├─ Have a shift available
├─ Have compatible times
└─ Not have pending swapCheck Restrictions
Some shifts can't be swapped:
├─ Critical dates (blackout)
├─ Team-required shifts
├─ Training days
└─ Approved shiftsTry Later
If still having issues:
├─ Wait a few minutes
├─ Try refresh
├─ Try different shift
└─ Contact managerSymptom: Swap was rejected but reason unclear
Solutions:
Check Rejection Reason
In swap history, look for:
├─ Manager's comment
├─ Specific reason given
└─ Any guidanceCommon Rejection Reasons
"Coverage needed"
└─ Try different dates
"Conflict with project"
└─ Check project schedule
"Insufficient notice"
└─ Request further ahead
"Team requirements"
└─ Team needs minimum staffingTalk to Manager
Send message via system:
├─ Ask for clarification
├─ Understand the reason
├─ See if alternative works
└─ Request reconsiderationTry Alternative
Different options:
├─ Request different dates
├─ Request with different colleague
├─ Request leave instead
└─ Wait for quieter periodSymptom: Export fails or file doesn't download
Solutions:
Check Browser
Make sure:
├─ Download not blocked
├─ Pop-ups not blocked
├─ Storage space available
└─ Browser updatedAllow Downloads
Browser Settings:
├─ Chrome: Settings → Downloads → Allow
├─ Firefox: Options → Files → Choose folder
└─ Edge: Settings → Privacy → AllowTry Different Format
If PDF fails: Try ICS
If ICS fails: Try CSV/Excel
One format should workCheck File
After download:
├─ Check Downloads folder
├─ Verify file size > 0
├─ Try opening
└─ Try importing to calendarQ: How far ahead can I plan?
A: System shows current month + next month. For further, contact HR.
Q: Can I swap permanently?
A: No, swaps are one-time. Request different swaps as needed.
Q: What if I miss a shift?
A: Contact team lead immediately. May be treated as absence.
Q: Can I refuse a new shift assignment?
A: Depends on contract. Usually must accept. Discuss with manager.
Q: How long until swap is approved?
A: Usually 1-2 days after colleague accepts. Weekends may delay.
Q: Can I swap with someone from different team?
A: Usually no. Swaps typically within same team/department.
Q: What if I need to cancel approved swap?
A: Contact manager immediately. May have penalties depending on timing.
Q: Do I get paid differently for different shifts?
A: Depends on contract. Night shift usually has premium pay.
Q: Can I request shift change (not swap)?
A: Contact HR/manager. May be accommodation request.
Q: Is schedule final once posted?
A: Usually yes. Changes only through swaps or manager override.