June 29th 2023, Release Notes: HS| Labor 5.81: Consent for Additional Hours, Consent for Moving Hours & Consent for Right to Rest

Select the release feature from the table below to be taken directly to that section of the release note.

Release date for all features: June 29th, 2023

Consent for Additional Hours Workflow

• Enabled by Default? - No
• Set up by customer Admin? - Yes
• Enable via Support ticket? - Yes
• Affects configuration or data? - Yes
• Roles Affected: - Manager and Employee users for clients where consent workflow are enabled. 

What's Changing?

The new “Requires employee consent” option for the “When adding hours” Predictability Pay rule gives employees the ability to review schedule changes inside the advance notice period that would increase their scheduled hours and consent to, or reject, the schedule changes as outlined by Fair Work Week Ordinances. 

Reason for the Change

Fair Work Week laws stipulate employees have the right to reject additional hours inside the notice period once provided their work schedule. The feature was created to meet those needs. 

Customers Affected

This feature is for any customer in the cities of New York (Fast Food/QSR only) Philadelphia, Chicago, Seattle, San Francisco, Emeryville or the state of Oregon.

Release Note Info/Steps

When “Requires Consent” is enabled for Additional Hours:

• Managers will receive visual cues that the additional hours will require consent.
• When editing a posted work schedule, managers are informed “employee consent is required” once they select the Reason Code and provide comments (for the edit).
• Managers can cancel the request for consent by deleting the shift prior to reposting the schedule OR by deleting the shift and reposting prior to the employee accepting or rejecting the request.
• On Post/Repost employees with shifts that require consent will receive a request for consent.
• Shifts requiring consent are pending and are not part of the employee’s work schedule until they either consent or reject the additional hours.
• Employees with the mobile app will receive a push notification that a request for consent is available.
• Employees logging into the web-app will be presented with any outstanding consent requests and must act on these requests prior to accessing the rest of the application.
• Employees must consent to the additional time within 15-minutes or working the additional time in order for a customer to be compliant (primarily for New York City). Any consent after 15 minutes will be saved as an instance of late consent.
  • A new shift with starting at 9:00am has a consent expiration of 9:15am
  • A 9am-2pm shift modified to end at 5pm has a consent expiration of 2:15pm
• If an employee consents to a shift:
  • The shift posts to the employee’s schedule.
  • The appropriate fair workweek penalty is applied to the shift (depending on the reason code selected).
  • The schedule reflects the new/updated shift day and times.
  • Meals and breaks are automatically applied and/or updated (if applicable).
• Manager approved shift transactions are automatically consented.
• If an employee rejects a shift the shift reverts to its original state prior to the modification, including removal of the shift if it was a new/additional shift.
• Outstanding consent requests will be automatically rejected if they conflict with an approved shift transaction or time off approval.
• Managers receive an HS message with the employee’s decision.

New Terms/Acronyms 

If needed, any new terms/acronyms may need to be referenced.

Additional Resources 

Links to related articles/release notes - possibly recent ones?

Consent for Moving Hours Workflow

• Enabled by Default? - Yes
• Set up by customer Admin? - Yes
• Enable via Support ticket? - Yes
• Affects configuration or data? - Yes
• Roles Affected: - Manager and Employee users for clients where consent workflows are enabled.

What's Changing?

The new “Requires employee consent” option for the “When moving hours” Predictability Pay rule gives employees the ability to review schedule changes inside the advance notice period that would move their scheduled hours and consent to, or reject, the schedule changes as outlined by several Fair Work Week Ordinances. 

Reason for the Change

Fair Work Week laws stipulate employees have the right to reject a change to their scheduled shift inside the notice period once provided their work schedule. The feature was created to meet those needs.

Customers Affected

This feature is for any customer in the cities of New York City (Fast Food/QSR only) Philadelphia, Chicago, Seattle, San Francisco, Emeryville or the state of Oregon.

Release Note Info/Steps

When Requires employee consent is enabled for Moving Hours:

• Managers will receive visual cues that the moving of hours (either to another day or within the same day where there is no loss of hours) will require consent.
• When editing a posted work schedule, managers are informed “employee consent is required” once they select the Reason Code and provide comments (for the edit).
• Managers can cancel the request for consent by deleting the shift changes prior to reposting the schedule OR by deleting the shift changes and reposting prior to the employee accepting or rejecting the request.
• On Post/Repost employees with shifts that require consent will receive a request for consent.
• Shifts requiring consent are Pending and not part of the employee’s work schedule until they are consented to.
• Employees with the mobile app will receive a push notification that a request for consent is available.
• Employees logging into the web-app will be presented with any outstanding consent requests and must act on these requests prior to accessing the rest of the application.
• Employees must consent to the shift change within 15 minutes of working the additional time OR the start of the shift (if the shift was moved to a future point in time) in order for a customer to be compliant (primarily for New York City). Any consent after 15 minutes will be saved as an instance of late consent.
  • If a Monday shift starting at 9:00am was moved to Sunday starting at 9am, it would have a consent expiration of 9:15am Sunday
  • If a Tuesday shift starting at 9:00am was moved to Wednesday starting at 9am, it would have a consent expiration of 9:00am Tuesday
• If an employee consents to a shift:
  • The shift posts to the employee’s schedule.
  • The appropriate fair workweek penalty is applied to the shift (depending on the reason code selected).
  • The schedule reflects the new/updated shift day and times.
  • Meals and breaks will be automatically applied and/or updated (if applicable).
• Manager approved shift transactions are automatically consented.
• If an employee rejects a shift the shift reverts to its original state prior to the modification.
• Outstanding consent requests will be automatically rejected if they conflict with an approved shift transaction or time off approval.
• Managers receive an HS message with the employee’s decision.

Consent for Right to Rest (RTR) Workflow

• Enabled by Default? - No
• Set up by customer Admin? - Yes
• Enable via Support ticket? - Yes
• Affects configuration or data? - Yes
• Roles Affected: - Manager and Employee users for clients where consent workflows are enabled.

What's Changing?

The new “Requires employee consent” option for the “Right to Rest” Predictability Pay rule gives employees the ability to consent or reject shifts that do not provide adequate rest from the previous night’s shift. Right to Rest Pay is always required even if the employee consents.

Additionally, New York City’s Fast-Food ordinance state additional pay is owed to the employee for rest shifts worked without prior electronic consent. This is a configurable option.

Reason for the Change

Fair Work Week laws stipulate employees have the right to reject shifts that do not provide adequate rest (anywhere from 9 to 11 hours depending on the ordinance) from the previous night’s shift. The feature was created to meet those needs.

Customers Affected

This feature is for any customer in the cities of New York City (Fast Food/QSR only) Philadelphia, Chicago, Seattle, Emeryville or the state of Oregon.

Release Note Info/Steps

When “Requires employee consent” is enabled for Additional Hours:

• Managers will receive visual cues that the right to rest hours will require consent.
• Managers are informed that/if a shift will require employee consent after the Reason Code and comment have been entered and saved.
• When a shift violates both Right to Rest and Add or Move hours the Right to Rest language will be displayed and the total cost will be the sum of both pay rules.
• Managers can cancel the request for consent by deleting the shift prior to reposting the schedule OR by deleting the shift and reposting prior to the employee accepting or rejecting the request.
• On Post/Repost employees with shifts that require consent will receive a request for consent.
• Shifts requiring consent are Pending and not part of the employee’s work schedule until they are consented to.
• Employees with the mobile app will receive a push notification that a request for consent is available.
• Employees logging into the web-app will be presented with any outstanding consent requests and must act on these requests prior to accessing the rest of the application.
• RTR shifts from shift modifications (add/move hours) require employee consent acceptance by the start of the RTR shift.
• New work schedule shifts that cause an RTR violation require employee consent acceptance 11 hours prior to shift start time (New York City only).
• If an employee consents to or rejects the shift after the applicable cutoff (shift start time) the shift will have a "Late Consent" status
• If a shift violates RTR and any other FWW rule (add/move hours) the RTR cutoff rules apply to the shift
• If an employee consents to a shift:
  • The shift posts to the employee’s schedule.
  • The appropriate fair workweek penalty is applied to the shift.
  • The schedule reflects the new/updated shift day and times.
  • Meals and breaks will be automatically applied and/or updated (if applicable).
• If an employee rejects a shift the shift reverts to its original state prior to the modification, including removal of this shift if it was a new/additional shift.
• If an employee works a RTR shift and consent is not captured, additional pay ($500) is automatically awarded to the employee (New York City only and if configured as such)
• Outstanding consent requests will be automatically rejected if they conflict with an approved shift transaction or time off approval.
• Managers receive an HS message with the employee’s decision.