Create and manager requests from employees

Managing PTO, Absences, and Shift Changes in BEAM

Employees can request PTO (Paid Time Off), report an absence, or request a shift change directly from the Beam Mobile App.

In this case, an approval workflow is triggered, allowing the Manager to approve or deny the request either from the Beam Mobile App or the Web App.

Alternatively, the Schedule Manager can assign PTO, record absences, or make shift changes directly from the Web App.

? In this case, it is important to republish the schedule for the affected weeks so that employees receive notifications and see the changes reflected in their mobile app.

This guide focuses on requests submitted by employees via the Beam Mobile App, starting with PTO requests.

1. Requesting PTO

Employees can request PTO from the Calendar tab in the Beam Mobile App:

    •    Selected days appear in green.

    •    The employee then clicks the button at the bottom to submit the request.

    •    Once submitted, the selected days appear in yellow (pending approval).

    •    Once approved by the Manager, the PTO days appear in blue in the calendar.

? Modifying Approved PTO:

Only the Manager can modify an approved PTO request. This must be done from the Web App, in the calendar view.

2. Requesting an Absence or Shift Change

Employees can also request an absence, another type of leave, or a shift change from the Mobile App:

    1.    Go to Calendar > Change Requests.

    2.    Click the + green button.

    3.    In the window that opens, select the reason for the request (e.g., “Sick Leave”).

    4.    Select the days affected and optionally add a note for the Manager.

    5.    Submit the request.

? Multiple Managers or Locations:

    •    If the employee works under multiple Managers or in multiple locations, they will need to select which Manager to send the request to.

? Tracking the Request:

    •    Requests appear in Calendar > Change Requests > Pending tab.

    •    Employees can track whether the request is pending, approved, or denied.

    •    A mobile notification is sent when the Manager approves or rejects the request.

3. Requesting a Shift Change

There are two types of shift change requests between employees:

    •    Offer a Shift → The employee offers their shift to a colleague without requesting another shift in exchange.

    •    Request a Shift Swap → Two employees swap shifts, either on the same day or different days.

Process for a Shift Swap (“Request a Shift Swap”)

    1.    Selecting the Manager:

    •    If the employee has multiple Managers, they choose which one will receive the request.

    •    Otherwise, they move to step 2.

    2.    Selecting the Shift to Swap:

    •    Employee 1 selects their current shift to swap.

    3.    Choosing the Replacement Shift:

    •    Employee 1 selects the day they want to work instead.

    •    By clicking “Select Shift”, they see a list of available shifts and colleagues and can choose the shift to exchange.

    4.    Adding an optional comment.

    5.    Submitting the request.

4. Approval Process for Shift Changes

Once the request is submitted:

    •    Employee 1’s request appears in the Outgoing Requests tab.

    •    Employee 2 receives a mobile notification.

    •    Employee 2 can accept or decline the request, with an optional comment.

    •    If Employee 2 accepts, the request is sent to the Manager, who receives a mobile notification and can approve or reject the swap from:

    •    Their Mobile App.

    •    The Beam Web App.

? Automatic Validation of Shift Changes:

    •    Once approved by the Manager, the shift change is immediately applied to the schedule.

    •    ? No need to republish the schedule, as employees are directly notified and the change is officially validated.