Once your employees are created as users in the system and have been granted the correct access and permissions based on their role responsibilities, you can proceed to scheduling them to work at your upcoming events.

Your team can manage their schedule and time off requests in both a desktop web browser and the Releventful mobile app. We do recommend the mobile app for your team members as the app will provide the optimal experience for managing their shifts, clocking in and out and requesting time off.

As a best practice, before scheduling your employees to work at your events, have them request time off first so that you avoid sending a schedule request to an employee that is unavailable.

To request time off in the mobile app, once logged in, the user can open the menu on the left-hand side and select “Time Off” at the bottom of the list that appears.

On the time off page that appears, the employee can select “new time off request” with the button at the bottom of the page.

The first drop-down field will allow the employee to identify the type of request this is. They can select between “time off” for specific dates they cannot work or “repeating days off” if they cannot work consistently on the same days of the week. For example, if an employee is unavailable to work on Fridays, they could select Friday as their weekday of unavailability here.

The employee will be required to enter a reason for their time off request. This will come to you with their request to review when you approve or deny the submission. Depending on the dates they select on the calendar, the start and end dates will be reflected at the bottom of the window.

The “all day” checkbox can be unselected if the employee is only requesting certain hours of the day off.

In a web browser, employees can request time off by clicking on the calendar icon in the left-hand navigation bar and selecting “My Schedule” at the top of the page.

To request time off for a specific day or multiple day windows, click on the date on the calendar or click and drag to select multiple days off. Once the dates are selected, a pop-up will appear. The employee can proceed to enter their time off request details as described in the mobile app experience.

Once a time off request is saved and submitted by an employee, you will receive an email and a notification for the requested time off via the notification bell on the left-hand navigation bar.

Here you can select “accept request” or “decline request”. When the time-off request is accepted or declined, the employee who requested the time-off will receive an email from the system letting them know.

The calendar has view options nested underneath the “change calendar” button. If selected, you can choose to view “all employee time off” to view upcoming unavailability for your team members.

There are two ways to schedule employees to work events. From the calendar, you can click on an event to expand the events details menu. From here you can click into the event on that day and select the “schedule employees” option.

Another way to get to this screen is by locating the event via the sales pipeline or magnifying search glass in the left-hand navigation bar and choosing to edit the event.

On the “Scheduling” tab at the top of the event edit screen, you will see four tabs – “Available,” “Scheduled,” “Unavailable” and “Open Positions.” For employees that have approved time off requests that overlap with this event, you will see their names listed under the “Unavailable” tab, indicating that they cannot work at this event. All available employees with no scheduling conflicts will appear under the “Available” tab and can be selected to work at the event.

To schedule one of the available employees to the event, select the schedule icon to the right of their name.

Click the “edit request” button at the top of the page to configure the details of the requested shift. Here you can enable event portal access if you need this employee to view items in the event portal. If this is unnecessary for this employee, you can leave this toggle set to disabled.

Proceed to add a shift description, location and start and end dates and times for their shift. The shift dates and times will be automatically populated with the event start and end times. However, you can change them in the scheduling request if needed.

There is the option for “employee site location setting” underneath the date and time. By turning this setting on, your employee will not be able to clock-in for the event unless they are physically on site. Releventful's Geofenced clock-in feature will only work if you have selected a verified address from Google in the venue location field.

When adding an address to the venue location on the event info tab, ensure that the system verifies the coordinates against google maps. Hover over the map pin icon to see if the coordinates have been verified or not. This will be important if you plan on asking your employees to use Releventful's Geofenced clock in feature when clocking in for their shift in the mobile app.

By turning on the “employee early clock-in” setting, your employee will be able to clock in up to 15 minutes before the scheduled start time. If the setting is off, they will only be able to clock in once their shift has started. Clock in availability will appear at the date of the event.

The clock in date and times will be automatically populated when your staff clocks in or out using the Releventful mobile app.

Set the shift role for this employee for the shift they are working. By selecting a shift role, the employee pay rate will also be populated automatically. You however can change the pay rate with the available “employee pay rate” fields below. For more information on establishing shift roles and pay rates, please watch our “Roles & Permissions” tutorial at help.releventful.com.

The “calculated labor cost” will populate automatically once you save the shift details.

Once the shift has been created and saved, the employee will move from the “available” tab to the “scheduled” tab back on the edit event details page. When an employee is scheduled, they will receive an email from the system letting them know about their schedule including all of the scheduling details. In the scheduling request they will be able to accept or decline the request.

When the user has accepted the request, you will see a green check mark alongside their name indicating that they have confirmed the shift.

If you prefer to post open positions that employees can review and request to work, instead of assigning shifts in the way described, click on the “Open Positions” tab of the event scheduling page.

To create a new open position, select the “Add Open Position” button on the page that appears.

Here you can enable event portal access if you need this employee to view items in the event portal. If this is unnecessary for this employee, you can leave this toggle set to disabled.

Set the number of allowed submissions for the open position. Submissions from your employees will be accepted up to the submission limit. Once the limit is reached, employees who request to work this position will be notified that the position is closed.

By default the system will not accept a requested shift, but allow you to review submissions and choose who from the list should be accepted to work the shift. However, if you would like to have requests automatically approved without your approval, turn the “auto-approve work requests” toggle to on.

Under the confirmation window setting, set a time limit on when an employee can respond to this request. If configured, all requests will be declined until the confirmation window is open. For example, if you do not want employees to request to work this shift until the week of the event, set this field to 7 to indicate that requests cannot be sent in until 7 days from the event start date.

Proceed to enter the other details for the shift in the same way described earlier in this tutorial. Set the description, location, start and end times, etc.

An important piece to creating an open shift is making sure the correct shift role is selected at the bottom of the window. Employees will only be notified of open positions for shifts that are assigned to their account via the employee management settings.

For example, if this open position is set for the server role, the only employees that can see and request to work this shift, are employees with the server role assigned to their account in the employee role field on their account details.

As employees request to work this shift, you will see their requests appear at the bottom of this page under the “Received Submissions” header.

Select "Save" at the bottom of the page to create the open position.

Back on the "Scheduling" tab of the event edit screen, you will see your open position listed on the "Open Positions" tab.

For a better understanding of the employee experience for requesting to work open shifts, please refer to the “Open Positions Employee Experience” tutorial.

We hope that this tutorial has been helpful in outlining how to schedule your employees for upcoming shifts at your booked events and creating open positions. For more information and additional resources, please visit help.releventful.com.