HS Time and Attendance: Advance Notice of Schedule

Overview

The Advance Notice of Schedule setting allows organizations to define a notice period for schedule changes within HotSchedules. When a schedule is modified within this configured threshold, managers are prompted to document whether the change was voluntary or involuntary and to provide a reason for the adjustment.

This functionality helps organizations track schedule edits made within a defined notice window and maintain documentation of those changes for internal review or reporting purposes.

Advance Notice thresholds can be configured at the store level or through applicable Pay Exception rules in the Above Store Console (ASC). If an Advance Notice period is configured through an assigned Pay Exception Rule Set, the ASC configuration overrides the store-level setting and the store-level value cannot be edited. This article explains the store-level configuration and how Advance Notice affects schedule edits.

Note: The functionality described in this article can be configured regardless of whether a specific Fair Work Week requirement applies to the organization or whether a jurisdiction is listed in the compliance coverage section below.

Compliance Coverage by Jurisdiction

Advance Notice requirements may apply at the state, city, county, or local level. A state may be identified as Yes for Advance Notice in the HotSchedules Compliance Playbook even when there is no statewide requirement because one or more jurisdictions within that state have applicable scheduling requirements.

The table below identifies the jurisdictions associated with states marked Yes for Advance Notice.

Coverage within a jurisdiction may depend on factors such as industry, employer size, employee classification, and work location. This information is intended as a starting point for identifying potentially applicable requirements; customers should confirm coverage with their organization’s legal or compliance team.

Set up Advance Notice at Store Level

Advance Notice of Schedule must be enabled for the store before the threshold can be configured. Contact your Customer Success Manager or Support if the setting is not available.

To configure the Advance Notice threshold:

• Navigate to Settings > Store Settings

• Select Edit General Information

• Enter the appropriate threshold in the Advance Notice of Schedule field

• Select Save

Store-Level vs. ASC Configuration

Store-level Advance Notice can be used to support schedule-management practices without configuring an associated Pay Exception.

When an Advance Notice period is configured through a Pay Exception Rule Set in the Above Store Console (ASC) and assigned to the store, the ASC value overrides the store-level setting. The store-level Advance Notice value cannot be edited while the applicable ASC configuration is assigned.

Changes to an ASC-configured Advance Notice period must be made by an administrator with access to the applicable Pay Exception Rule Set.

Require Reasons for Posted Schedule Edit

When a shift on a posted schedule is changed within the configured Advance Notice period, the manager is prompted to identify the change as Voluntary or Involuntary and provide a reason for the change.

If the shift is edited multiple times before the schedule is reposted, the reason only needs to be entered once.

Schedule Audit Report

Schedule changes documented within the Advance Notice period are recorded in the Schedule Audit Report, including the reason entered for the change. The report can be filtered by edit type and exported as a CSV file.

Available edit types include:

• Add - Involuntary
• Add - Voluntary
• Edit - Involuntary
• Edit - Voluntary
• Delete - Involuntary
• Delete - Voluntary
• Housed - Involuntary
• Housed - Voluntary
• Unposted - Involuntary
• Unposted - Voluntary