June 29th 2023, Release Notes: HS| Labor 5.81: Consent Required for Work Schedule Variance & Consent Required for Removing Hours

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 Required for Work Schedule Variance vs Regular Schedule

• 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?

When enabled, Consent Required for Work Schedule Variance vs Regular Schedule gives employees the ability to review work schedule modification and consent to, or reject, work schedule changes as outlined in the New York City Fast Food Fair Work Week Ordinance.

Reason for the Change

New York City requires that Fast Food employers provide employees with the opportunity to consent to work schedules that deviate from their regular schedule by 15% of more when modifications are made to an employee’s work schedule outside of the advance notice period.

Customers Affected

All Fast-Food clients in New York City that enable Regular Schedules and Work Schedule Variance vs Regular Schedules.

Release Note Info/Steps

Customers will need to contact HotSchedules to enable the client permission Scheduler – Work Schedule Variance Consent in addition to having the Regular Schedules Staff List and Apply Regular Schedules client permissions enabled.

When the Work Schedule Variance client permission in enabled for a client:

• Manager initiated modifications to an employee work schedule resulting in a work variance of more than 15% vs. the employee’s regular schedule will require employee consent.
• Managers will receive visual cues that the additional hours will require consent.
• Managers are informed the entire work schedule week will require consent if shift modification causes a variance greater than 15% vs. the employee’s regular schedule.
• Managers can cancel the request for consent by deleting the shift modifications prior to publishing/republishing the work schedule OR by deleting the shift modifications and publishing/republishing the work schedule prior to the employee accepting or rejecting the request.
• On Publish/Republish employees with work schedules that require consent will receive a request for consent.
• Work schedules and/or 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 work schedule prior to the start of the schedule week.  Shifts are Pending until the employee consents to the work schedule.
• If an employee consents to a pending work schedule:
  • The work schedule shifts for the week post to the employee’s schedule.
  • Meals and breaks are automatically applied and/or updated (if applicable).
• If an employee rejects a pending work schedule:
  • The work schedule for the week reverts to the employee’s regular schedule shifts.
    • Prior shift pickups are removed and would need to be reinitiated.
    • Prior shift modifications would need to be reinitiated.
• Managers receive an HS message with the employee’s decision.

Consent Required for Removing Hours Inside the Notice Period

• 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?

When enabled, Consent Required for Removing Hours Inside the Notice Period gives employees the ability to review work schedule modification and consent to, or reject, hours removed from a work schedule as outlined in the New York City Fast Food Fair Work Week Ordinance.

Reason for the Change

New York City requires that Fast Food employers provide employees with the opportunity to consent to work schedule changes that deviate from their regular schedule by 15% of more when hours are removed from an employee’s work schedule inside of the advance notice period.

Customers Affected

All Fast-Food clients in New York City that enable Regular Schedules and Work Schedule Variance vs Regular Schedules.

Release Note Info/Steps

Customers with access to Pay Exceptions in the ASC can enable “Require consent for work schedule variance when cutting hours on a posted schedule inside the advance notice period.” Additionally, customers will need to have the Regular Schedules Staff List, Apply Regular Schedules, and Scheduler – Work Schedule Variance Consent client permissions enabled as well.

When Consent Required for Removing Hours Inside the Notice Period in enabled:

• Manager-initiated reduction in hours to a shift resulting in a work variance of more than 15% vs. the employee’s regular schedule will require employee consent.
• Managers will receive visual cues that the removed hours will require consent.
• Managers are informed the shift will require consent if a work variance greater than 15% vs. the employee’s regular schedule exists for the week.
• Managers can cancel the request for consent by removing the shift modification prior to publishing/republishing the work schedule OR by removing the shift modification and publishing/republishing the work schedule prior to the employee accepting or rejecting the request.
• On Publish/Republish employee(s) with work schedules that require consent will receive a request for consent.
• Shifts modifications that require consent are pending and are not part of the employee’s work schedule until they either consent or reject to the removed 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 shift modifications prior to the removed hours.
• If an employee consents to a pending shift modification:
  • The hours are removed from the employee’s schedule.
  • Meals and breaks are automatically updated (if applicable).
• If an employee rejects a pending shift modification:
  • The shift retains the original start and end time.
• Managers receive an HS message with the employee’s decision.