Sending a Coverage Request
- Benjamin T Hall
- Alex Leon-Hall
- Meredith Apfelbaum
Whether you’re an administrator looking to fill an open position on a shift, a regular user looking to pick up a shift, or someone looking to find coverage for a shift you can’t work, you’ll need to send a coverage request.
Picking Up a New Shift
This is for users (not administrators) who see a position with an available position and want to pick up a few more hours.
1. From the calendar (either on the web or the mobile apps), click on the day you want to work.
2. Web: In the screen that opens, click the Claim or Request button for the position you want. The differences are explained below.
3. Mobile: scroll down until you see the position, then tap the Claim or Request button.
4. If the button said Claim, then you’ll be automatically assigned to the position and show up on the schedule.
5. If the button said Request, it will change to Requested and be greyed out. A request has been sent to your agency administrator for their approval. If they approve your request, you’ll get an email notification and be added to the shift. You can always check the status of the request on the Requests tab.
🎉 Coverage request sent!
If the position you want is colored in dark grey and only has the position’s name instead of Claim or Request, the position’s permissions are set to closed or you have not been approved for that restricted position. Contact your administrator.
Finding Coverage for an Open Position (Administrators)
If you have open positions on a shift and want to have ActiveTeam ask your agency members to fill the shift, you’ll need to send a coverage request. This workflow can only be done from the web interface.
1. From the calendar on the web, click on the shift with open positions.
2. In the screen that opens, click “Request Coverage” underneath the position.
3. The Coverage Request modal will open with information about the shift.
This format is called a Shift Card and you’ll see it throughout ActiveTeam.
4. In the Coverage Request modal, you can add a custom message (optional) up to 200 characters.
5. From the list of users, check the boxes next to the users who you want to request coverage for.
You can collapse the selection window to just show selected recipients by clicking See Recipient Overview; from the collapsed state click Edit Recipients to get back to the selection window.
Users can be not selectable (greyed out) for several reasons:
If the position is restricted, users not approved for the position will not be selectable.
For all positions, users who are already assigned to positions on that same shift will not be selectable.
You can never send a coverage request to yourself.
6. When you’re happy with your selections, click Send Request to send each recipient an email notification with a link to respond to the request.
If there are multiple unfilled positions with the same name on the shift, sending a coverage request for one of them will send a coverage request for all of them. This is noted by text like “Note: This coverage request will close when all 2 [position name] ([position permissions]) positions are filled”
7. If the positions are locked, you’ll have to approve the requests your users send in response. See Responding to a Coverage Request
🎉 Coverage request sent!
Finding Someone to Cover for You (Users)
If you’ve got a shift that you were scheduled for and need someone else to cover for you, you can send a coverage request. This workflow can only be done from the web interface.
1. From the calendar on the web, click on the shift that you want to trade out.
2. In the screen that opens, click “Request Coverage” underneath the position.
3. The Coverage Request modal will open with information about the shift.
This format is called a Shift Card and you’ll see it throughout ActiveTeam.
4. In the Coverage Request modal, you can add a custom message (optional) up to 200 characters.
5. From the list of users, check the boxes next to the users who you want to request coverage for.
You can collapse the selection window to just show selected recipients by clicking See Recipient Overview; from the collapsed state click Edit Recipients to get back to the selection window.
6. When you’re happy with your selections, click Send Request to send each recipient an email notification with a link to respond to the request. The first one to accept the request will be scheduled on that shift, taking your place.
🎉 Coverage request sent!