Shift assignment and time-off statuses
What each shift-assignment and time-off-request state means and which actions are available in it.
Two workforce records carry a lifecycle: the shift assignment on the schedule and the time-off request. The states control what you can do next.
Shift assignment states
A shift assignment is one employee on one shift on one date. It does not use a status enum; instead, two flags drive its state: whether it has been called off and whether it has been replaced.
| State | Meaning | What you can do |
|---|---|---|
| Scheduled | A live assignment. | Edit, call off, replace, or remove. |
| Called off | Marked as not worked, with a reason. | Reinstate (undo the call-off), or replace. Cannot be edited. |
| Replaced | Superseded by a replacement for the same shift and date. | None; the replacement is now the live assignment. |
| Removed | Deleted from the schedule. | Reinstate (restore it). |
The following diagram shows the states a shift assignment moves between:
- Call-off reasons are Sick, Personal, Emergency, No show, and Other.
- A called-off assignment cannot be edited; reinstate it or replace it.
- A replacement employee must differ from the original and cannot already be assigned to the same shift on that date.
Time-off request statuses
| Status | Meaning | What you can do |
|---|---|---|
| Pending | Submitted, awaiting review. | Approve, reject, or cancel. |
| Approved | Granted; hours drawn from the balance. | Cancel (returns the hours). |
| Rejected | Declined, with an optional reason. | None. |
| Cancelled | Withdrawn. | None. |
The following diagram shows how a time-off request moves between statuses:
- Only pending requests can be approved or rejected.
- Only pending or approved requests can be cancelled.
- Approving draws the used hours from the employee's balance; cancelling an approved request returns them.
Where to go next
- For the steps behind these, see Build the schedule and Request time off.