Oneteam's Flexchange functionality enables anyone within a community to offer a shift, which another employee can take over. This eliminates the need for employees to chat among themselves and then seek approval from the community administrator. First, we will explain exactly how this works for a community administrator. Next, we will show what this looks like for employees and answer frequently asked questions. Check out this tutorial for more information on how the Flexchange functionality works:

As a community administrator, you have the option of offering a shift to the entire community or to a specific position. For example, you may be expecting crowds for the upcoming weekend and want an extra employee to come in and work. Employees can also offer shifts on the Flexchange. You as a community administrator must then always approve or reject them. First, we explain how to offer a shift via the web version (PC/laptop). Click here if you want to go straight to the explanation of Flexchange in the app.

Flexchange on the web version

The image below shows how to place a shift. First, go to the Flexchange icon on the left side of the menu. Then click on “+ Place shift”.

Then choose the date, start time and end time for this shift. In addition, select “Disable end time” if there is no fixed end time for this shift. Then click “Next”.

Next, choose if you want to offer the shift to everyone in your community or if you only want to ask employees with a specific position if they are available to work.

Add a description to explain why this shift is being offered and then click “Submit”.

After this, you will see that the shift becomes visible in the menu of the Flexchange, see image below. As you can see, this offered shift will be set to “Open”. The chosen employees to whom the shift is sent will receive a notification, provided they have turned on their notifications, and have the option to accept this shift. Then, as a community administrator, you will receive a notification, so you can approve or reject this shift. This also applies to shifts offered by employees. This allows you to avoid, for example, the situation where takeovers take place too often between specific employees.

Also, as shown in the image below, you can directly place a new shift in this overview of takeovers by hovering your cursor over the desired day. The process of creating the shift is otherwise the same as described above.

Community administrators and employees can also offer a shift via the app on your phone. You do this by going to the menu bar at the bottom of the screen in the app and clicking on 'Calendar'. You will then be taken to the calendar. Click on the button below for more information about the Calendar function.

Then you can click on ' + ' at the top right of the screen. Here, you see

the previously offered service. Under 'Pending exchanges' next to 'All' at the top of the screen you can find an overview of shift transfers that you as an administrator still have to approve or reject. You will receive a notification when an employee places a Flexchange.

Community administrators and employees can also offer a shift through the phone app. You do this by going to the menu bar on the bottom of the screen in the app and clicking on “Flexchange”. Then you will see the screen below, and you can click “+” on the top right of the screen. Again, you see the previously offered shift by the community administrator.

If you are a community administrator or have the right to approve shift changes, you can find an overview of the outstanding shift takeover requests Under “Pending glexchanges” next to “All” on the top of the screen. Here you can approve or reject the shifts in the app.

Select the details of the exchange:

Once you have clicked on “+”, you can select the date when you want to offer the shift and then select the start time and end time. Select “Disable end time” if, for example, it is not yet known.

You can then select the community and job group(s) for which the Flexchange is intended. (Optional) you can add a description of why you offer this service and then choose whether this shift should be sent to the entire community or only to a specific group.

Shift approval:

If you click on the shift itself, you will see the reactions of your colleagues. Here you can also see which employees would like to take over the shift. It is then up to the community administrator, who receives a notification of this offered shift, and if employees indicated they would like to take over this shift, to approve or reject the shift.

In the next article, we will explain more about community statistics for the community administrator. Scroll further down for frequently asked questions about Flexchange and other relevant articles.

Here you cannot specify which groups you want to send the shift to. This is determined by PMT. Within PMT, the collective labor agreement rules are set for employees. Based on these rules, PMT provides a list of employees who can take over the shift and automatically receive the takeover request.

Here you can specify which positions you want to send the shift to, as described in this article. When an administrator approves a shift takeover, it is automatically updated in the schedule within Bork.

In the Oneteam app, check which positions you have been added to and ask the shift planner which positions this request was sent to. You may want to check with your manager if you want this adjusted.

Exchange requests will not be processed in the schedule.

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