Shift Coverage allows staff to request coverage for an assigned shift and lets eligible teammates step in—without back-and-forth messages or manual schedule updates.
Once a cover request is approved, the shift is automatically reassigned and schedules stay up to date for everyone.
When to Use Shift Coverage
Use Shift Coverage when:
A staff member can’t work a scheduled shift
You want coverage handled transparently and fairly
You want shifts reassigned automatically once approved
You need to find someone to pick up an unassigned shift
Shift Coverage is designed for exceptions, not for building schedules from scratch.
How Shift Coverage Works (At a High Level)
A staff member requests coverage for an upcoming shift or an unassigned shift needs coverage.
Eligible teammates are invited to take the shift
One or more teammates accept
Approval rules are applied automatically
The shift is reassigned and schedules update instantly
No manual edits are required.
Step 1: Configure Shift Coverage Policies (Managers)
Coverage behavior is controlled by Shift Coverage Policies.
Go to Schedule → Shift Settings → Shift Policies.
Approval Type
Choose how coverage is finalized.
Shift coverage approval settings are separate from class subbing approval settings. Class sub approvals are configured per location (Settings → Locations), while shift coverage approvals apply universally across all locations.
Auto
The first eligible user to accept gets the shift (first-come, first-served)Manager Approval
A manager must approve before the shift is reassignedStaff Approval
The original shift owner must approve before reassignment
Additional Policy Options
You can also control:
Reason required
ON: Staff must select a reason when requesting coverage
OFF: Reason is optional
Restrict personal invites
ON: All eligible staff are invited
OFF: Staff can invite specific individuals
How far in advance coverage can be requested
X days/hours before the shift
Prevent last-minute requests
Block requests within X hours of shift start
These rules apply to all coverage requests for the team.
Step 2: Requesting Coverage (Staff + Manager Flow)
Staff/management can request coverage from the Schedule (users with permission to view the schedule), Cover Board (on web) and/or, the Sub Board (on mobile) for yourself or your team.
Option A: Schedule (My Schedule or Team Schedule)
Select the Shift or Class
Select Find Cover/Sub on:
A single shift/class, or
Multiple upcoming shifts/classes
Unassigned shifts
Eligible teammates are invited based on team and location rules
The requester selects a reason and may add a note
Only invited users can see and respond to the request.
Note! This is also available for Open Shifts. See video walkthrough:
Option B: From Cover Board (web)/Sub Board (mobile - version 13.6.23)
Web: Go to Cover Board → + Create Request
Mobile: Go to Sub Board → Select Classes (to send a class sub request) or Shifts (to send a shift cover request)
Tap the + button
If you're on classes, you will be directed to submit a class sub request
If you're on shifts, you will be directed to submit a shift cover request
You can request coverage for a single shift, or Multiple upcoming shifts at once
Add a reason (if required)
Add a note if required
View eligible and available staff. If personal invites are allowed, you can deselect users out of the available list
Submit the request
Staff is notified via their notification channel and frequency preferences
You can remind staff of your open request
Step 3: Submit Your Coverage Request
When requesting coverage:
Select a reason (if required)
Add a note for your teammates (optional)
Select eligible staff (if personal invites are allowed within the shift settings)
Submit the request
Only teammates who are eligible for that shift will see the request.
Step 4: Wait for a Response
After you submit your request:
Eligible teammates are notified
Teammates can accept or decline the shift from the schedule or sub board (coming soon)
You can remind staff of the request
Response Types
Invited: These staff members were invited to cover this shift and haven’t responded yet.
Available: These staff members are eligible to cover this shift but haven’t been invited yet. People you didn’t invite (because invite-all is off, or you manually deselected them)People who are newly added/synced after the request was created
Unavailable: These staff members can’t cover this shift because they are already scheduled or have declined the request. Soon, this will reflect their actual availability entries.
Step 5: Accepting or Declining Coverage
Invited teammates:
Are notified of the request
Can accept or decline (note, this is only available on web. Mobile shift sub board is coming soon)
After someone accepts, what happens next depends on your approval settings:
Auto approval → shift is reassigned immediately
Manager approval → manager must approve
Staff approval → original shift owner must approve
Staff can view cover requests they've sent, received, and/or are approved for from Shift Schedule > Cover Board (web) or Sub Board (coming soon on mobile)
Step 6: What Happens After Approval
Once approved:
Approved teammate
Becomes the new shift owner
Sees the shift on their schedule
Receives a confirmation notification
Original staff member
Is removed from the shift
Receives confirmation
Managers
See the updated shift in Team Schedule, Cover Board (web), and Sub Board (mobile)
Do not need to manually edit the schedule
Managing Coverage Requests (Managers)
Managers can:
View pending, accepted, and approved requests
Approve or deny coverage (if required)
Send reminders if responses are delayed
Cancel a request before approval if plans change
Reopen a cover request by reinitiating the Request Cover process
All actions are tracked and reflected automatically in the schedule.
Key Rules to Remember
Coverage requests follow team and location eligibility
Approval behavior is controlled by policy
Approved shifts are reassigned automatically
No manual schedule updates are required