Subject: Shift Scheduling Is Live in NetGym 📅
Hey team!
Starting [insert date], we’ll be using NetGym to manage staff/front desk schedules. We will not longer use [insert previously used system to manage front desk such as wheniwork, deputy, sling, prospr, slack, text, spreadsheets, ourpeople, connect teams]
This means NetGym is now the source of truth for:
Your assigned shifts
Any shift changes or updates
Shift coverage requests
(If required) clocking in and out
If it’s not in NetGym, it’s not official.
What You Need to Do (5 minutes)
1️⃣ Activate your account
Open the NetGym activation email and follow the instructions to create a password
Check spam/junk if you don’t see it
Your name is pre-filled and can’t be edited by you
2️⃣ Download the NetGym mobile app
You’ll use NetGym mostly on your phone.
3️⃣ Turn on notifications
Make sure you’ll see:
New shifts
Shift changes
Coverage requests or approvals
(Email + push notifications are recommended.)
How You’ll Use NetGym (The Important Stuff)
📅 Viewing your schedule
Check My Schedule anytime to see your upcoming shifts (and classes if you teach)
Changes show up automatically — no screenshots or texts needed
You can also sync your shifts directly to your device calendar
🔁 If you can’t work a shift
Request shift coverage directly in NetGym
Eligible teammates will be notified
Once coverage is approved, the schedule updates automatically and notifications are sent
⚠️ Do not message teammates directly to swap shifts — always use NetGym so schedules stay accurate.
🔔 Notifications you should pay attention to
You’ll get notified when:
You’re assigned to a shift
A shift changes
Coverage is approved or denied
If you stop receiving notifications, check your settings in the app (My Profile --> Notifications --> Shift).
⏱️ Clocking in & out (if required)
Some roles require clocking in and out for shifts.
If this applies to you:
Clock in/out directly from your assigned shift in NetGym
Your manager will let you know if this is required for your role
Shift Rules (Quick Reminders)
⚠️ Manager: customize the below based on your shift policies before sending
Shift Approvals:
All shift swaps must be approved by management/the employee that sent out the cover request.
ORShift swaps are auto-approved once another qualified team member accepts.
Shift Swap Invites:
All eligible team members will automatically receive swap requests.
ORYou may select specific teammates to invite when submitting a request.
Request Window (example – update as needed):
Shift swap requests can be submitted up to 3 months in advance.
No requests within 12 hours of shift start time — contact management if urgent.
Need Help?
These short guides walk through exactly what you need:
You can also tap Help inside NetGym or ask a manager.
Thanks for helping us keep schedules clear and up to date!