Shift acceptance

Once a crew member has been given or has picked their shifts, they confirm they've seen them by accepting them. That way you can see who is on top of their shifts, and acceptance unlocks the ticket.

What does it mean that shifts are accepted?

• The crew member gets the status Accepted shifts with a check mark in the member lists.
• If the team has a schedule, the crew member can only get their ticket once their shifts are accepted. See A crew member can't get their ticket.
• If crew members pick their own shifts, acceptance locks the shifts. The crew member can no longer pick new shifts or remove the ones they have.

When can shifts be accepted?

The crew member can accept when all of this is true:

• The crew member has shifts on a schedule that is Published. See Publish a schedule.
• The crew member is not on the waiting list.
• If crew members pick or prefer their own shifts, they meet the requirements for hours and shift grades.
• The shifts haven't already been accepted.

How the crew member accepts

1. The crew member logs in to the portal. If shifts are waiting, the top of the page says "You have shifts awaiting your approval." with the link Click her to accept them.
2. Under My shifts, the crew member presses I have seen and accept my shifts.
3. If crew members pick their own shifts, a warning appears: "Note that you can't change your shifts, once they are accepted. Are you sure you want to accept now?"
4. Afterwards it says "Your have accepted your shifts". If tickets are public, there is also a link to the ticket.

The crew member can also accept one shift at a time with Accept the shift next to the shift. The same conditions apply as for I have seen and accept my shifts. The button can be visible even when acceptance is blocked.

How to see who has accepted

• Under Members (and in the member list on the team), people with accepted shifts have a check mark and the status Accepted shifts. Everyone else has a dot.
• In the search under Members, you can filter on Shifts accepted: Yes or No.
• In the schedule planner, you can tick Show only members with accepted shifts.
• On the crew member's profile, each shift has a status dot. Hover over it to see "Shift not accepted yet".

Accept on a crew member's behalf

If a crew member can't or doesn't get round to accepting, you can do it for them:

1. Open the crew member's profile.
2. Click Accept shifts for member. If the profile has many actions, it is under Actions.
3. You see the message "The member's shifts has been accepted, on behalf of the member."

All the crew member's shifts on published schedules are accepted, even if the hour and shift grade requirements aren't met. Use it deliberately when you want to approve a crew member who doesn't meet the rules.

Withdraw an acceptance

If the crew member needs to be able to change their shifts again, click Withdraw acceptance of shifts on their profile. The Accepted shifts status disappears, and if crew members pick their own shifts, they can pick again. The shifts are not deleted.

When does acceptance disappear?

Acceptance is not reset automatically when you change a crew member's shifts. But the Accepted shifts status requires all of the crew member's shifts on published schedules to be accepted. So this is what happens:

• You give the crew member a new shift: The new shift isn't accepted, so the status disappears until the crew member accepts it. In the meantime, they can also pick shifts again if crew members pick their own shifts.
• You give the crew member a shift on an unpublished schedule: The acceptance stays. When you publish the schedule, the new shift isn't accepted, so the status disappears until the crew member has accepted it.
• You remove a shift: Acceptance stays. If you remove all their shifts, the status disappears.
• You change the time or place of a shift: Acceptance stays, and the crew member isn't notified automatically. Use Send message next to the shift under Shifts overview on the schedule.
• Shift exchange: Acceptance follows the shift, not the person. If a crew member takes over a shift that wasn't accepted, it needs to be accepted. See Shift exchange.
• You change the minimum or maximum hours on a schedule with direct shift selection: If crew members who have accepted no longer meet the requirements, you're shown "Accepted shifts may need reopening" with a list of them. Choose Save and reset acceptance so they can adjust their shifts and accept again, or Save without resetting acceptance so they stay accepted.
• You withdraw the acceptance: Click Withdraw acceptance of shifts on the profile.

Check this when a crew member can't accept

If there is no accept button under My shifts, go through the list:

1. Is the schedule published? The crew member only sees shifts from published schedules and can only accept those. See Publish a schedule.
2. Is the crew member on the waiting list? Then they can't accept.
3. Does the crew member meet the requirements? If crew members pick or prefer their own shifts, the hour and shift grade requirements must be met before the button appears. The crew member then sees "You have not yet choosen all your shifts!" at the top of the portal. Under Update Shifts, the Selected shifts panel shows the rules for each schedule where the crew member has picked at least one shift, for example "You must work at least 12 hours on this schedule."
4. Does the crew member have too many hours? That blocks too. It typically happens when you've put the crew member on extra shifts beyond Maximum hours.
5. Can the requirements be met at all? Open the schedule. Shift selection warnings tells you if a shift grade requires shifts but has none, if the minimum hours are higher than the total hours on the schedule, or if a shift bundle is longer than the maximum. It only looks at values set on the schedule itself, not at Minimum shift hours and Maximum shift hours from the member type.
6. Has the crew member already accepted? Then the button is gone and it says "Your have accepted your shifts".