Changes are part of everyday work. What matters is making clear what was requested, what was approved and which schedule is current. A consistent process helps both managers and employees know what happens next.
1. Gather the information you need
A change request should include the date, the original shift and the requested change. If another person is suggested as cover, check that proposal before making a new assignment.
- Which shift is affected?
- Is it a time change, swap or absence?
- Is there proposed cover?
- Who is responsible for the decision?
2. Check coverage before approving
Check whether the change leaves a role uncovered or conflicts with another shift. Agreement between two people is not enough on its own: the overall schedule still needs to work.
Keep a request distinct from an approval. Until the process is complete, the team needs to know which assignment remains in effect.
3. Update the shared schedule
After approval, change the assignment wherever the current schedule lives. An “okay” in a chat is not sufficient if the file or app still shows the old details.
For example, Anna asks to move Tuesday’s 09:00–15:00 shift to 15:00–21:00. The manager checks both shifts, confirms morning cover and then updates the assignments. This illustrates the process, not an automatic approval by Hiruu.
4. Tell the people affected
Send a short update with the date and new time. For changes close to a shift’s start, confirm the employee has seen the update. Sending a notification does not by itself prove it was read.
In Hiruu, the team has schedules, requests and chat in the same app. Conversations can support the planning process while the manager keeps control of assignments.
5. Improve the process next week
If the same changes keep happening, review busy hours, availability and the request deadline. Sometimes publishing the initial schedule earlier reduces last-minute changes.
Keep the process simple: one place for the request, a clear decision-maker and one updated version of the schedule.