TEAM MEMBER SCHEDULE REQUIREMENTS

• Required to be available to open and/or close at least 3 days a week

• Work a minimum of 15 hours a week

• All Team members are required to have a minimum of 5 hours of availability on every Saturday covering at least one peak time. Special requests must be made to have Saturdays off, and cannot exceed more than 2 per calendar month.

• Call outs on a scheduled shift are only valid in an emergency or extenuating circumstances (i.e. sick, family emergency, etc.) You must have a doctor's note or other documentation

REQUESTING TIME OFF

How do I request time off?

All time-off requests are to be submitted Online via the HotSchedules Platform by completing the following steps:

● Login to HotSchedules (Log-In information provided during initial onboarding)

● Click the ‘Home’ tab on the top left-hand side.

● Click on ‘Time Off & Requests’

● Click on the date of the calendar you will be requesting. (If you are requesting multiple dates in a row: On the pop-up window, select the range of dates that you will be requesting. If you are simply requesting to work a specific time: Click ‘Time Off Needed’ to open the dropdown menu and select ‘Prefer to Work’. Then Unselect the ‘All Day’ checkmark and input the times that you CAN work.)

● Provide a reason for the request, as you are under the current process.

● Click ‘Save’ to finish your request.

When is my request due?

HotSchedules will not accept any requests within 2 weeks of the time being requested. These are requests and are never guaranteed but we will do our best to accommodate everyone! The early you get the request in, the better off you are to get it approved. The request may be submitted up to 6 months in advance.

UPDATING AVAILABILITY

Why would I update my availability?

This should stay the same for at least 3 months. If your overall availability is changing, that is when a new availability would be changed. (examples: new school year/summer availability)

How do I change/update my availability?

•  Login to HotSchedules (Log-In information provided during initial onboarding)

• Click the ‘Home’ tab on the top left-hand side.

• Click on ‘Time Off & Requests’

• Click the + button and put the first date you want this change to take place. Then make the appropriate changes.

• Click 'Save' to finish your request.

SHIFT COVERAGE/SWAPPING

What do I do if I need a shift leader to approve a shift swap or pick up?

Call the restaurant and ask for a shift leader directly. 

What do I do if I can't work a shift?

Go to the Hotschedules app and release your shift. Go onto our Slack Channel on the Slack app and ask for a shift coverage there. Once someone has agreed to take your shift, release the shift on Hotschedules.

How do I know if my shift swap/request was approved?

If you were picking up a shift the shift will now be on your schedule and you should receive a notification. If you were releasing a shift it will not longer be on your schedule and you will get a notification. If you swapped a shift and it was approved the new shift will be on your schedule.

How do I release a shift?

• Login to HotSchedules (Log-In information provided during initial onboarding)

• Click on the shift you want to release

• Click 'release this shift'

• The shift will still be considered your shift until someone picks up the shift and it is approved by a leader

How do I swap shifts?

If you find someone to swap shifts with you click swap this shift, find the person you are hoping to swap with, and it will then ask them to go and accept it. Once a shift is swapped a leader will have to approve it. *Remember, the person you are swapping with should be at the same level as you (ex. if I am a trainer, I need to find another trainer to swap shifts with)

How do I pick up a shift?

When you see a schedule it will say if any shifts are available to pick up. If you want to pick up a shift go ahead and click on the shift to pick it up. A leader will then need to go and approve it.