HS: Employee Management: Sharing and Transferring Staff

Overview

If a company is using the Employee Management feature, they will be able to share and transfer staff between locations. Sharing is considered temporary while transferring is considered a more permanent move to a different home store.

Sharing and Transferring Staff

Staff can be shared or transferred either in bulk or individually on the Staff tab.  

Bulk Share or Transfer

• Select the boxes next to each appropriate individual

• From the More menu, select either Share Employee or Transfer Employee

Fig.1 - More menu

• In the boxes that display, select the appropriate location(s)
• When sharing employees, you select the start and end date (Fig.2). When transferring, you will only select the date that the transfer will take effect (Fig.3)
• Click Send Request when finished

Fig.2 - Share Employees

Fig.3 - Transfer Employees

Individual Share or Transfer

• To share or transfer an individual, select their name on the Staff tab

Fig.4 - Transfer Employees

• Then select Share/Transfer on their employee profile page
• Select either Share Employee or Transfer Employee

Fig.5 - Transfer Employees

• In the boxes that display, select the appropriate location(s) 
• When sharing employees, you select the start and end date (Fig.6). When transferring, you will only select the date that the transfer will take effect (Fig.7)
• Select SEND REQUEST when finished

Fig.6 - Share Employee

Fig.7 - Transfer Employee

The request(s) will need to be accepted by the recipient location before the transfer or share is complete. 

IMPORTANT: 

After acceptance of the share, the borrowing store will see the borrowed employee in HotSchedules accessible to their location. Since HotSchedules is not able to add information to a POS, the borrowing store must add the employee manually into their point of sale. They can then use the POS ID from that new POS entry for the employee's HotSchedules profile. 

1. Confirm that the employee is now shared in HotSchedules
2. Create a POS profile for the employee in your POS
3. Type in the POS ID provided by that new POS entry into the employee's HotSchedules account

***This step MUST happen before the next POS sync occurs.***

Responding to Transfer or Share Requests

When logging in to your HotSchedules account, you may see a notification box, letting you know that there are transfer or share requests pending.

• To respond to the requests, either select the notification 

Fig.8 - Pending Tasks

Or navigate to the Staff tab, select Share and Transfer Approval

Fig.9 - Navigation

The page will inform you what you need to know about each request.  

• Select Accept or Deny for each request

Fig.10 - Share and Transfer Approval

Once accepted, employees shared with other stores will be marked with a Shared label in the Staff List of their home store, and a Borrowed label at the new, temporary store.

Fig.11 - Share/Borrowed Label

Please note: Employee records can only be edited at the individual's home location.