Example: Saturday’s afternoon shift
A fictional store scenario, not customer data or a demonstration of a launched service.
- Original plan
- Saturday, 13:00–18:00. Jana and Petr are scheduled to work at the store.
- The change
- Petr says he cannot attend. The manager needs cover but has not confirmed a replacement yet.
- Availability
- Eva has marked herself available from 12:00 to 18:00. This supports a discussion; it is not automatic agreement to the shift.
- Agreed cover
- The manager checks that the replacement is suitable and Eva confirms. The current rota now lists Jana and Eva.
- Final check
- Petr is no longer assigned to this shift. The manager and both assigned employees see the same current plan.
Availability first, assignments second
Employees say when they can work. The manager uses that information to plan for the store’s needs and tasks. An available person is not yet an assigned person.
- Give every shift a store, date, start and finish time.
- Across several locations, check that the same person is not assigned to two stores at once.
- Check the skills needed on a shift, not only the number of people.
Publishing and confirming are different steps
A published rota shows whom the manager is counting on. Employee confirmation helps distinguish an agreed shift from an assignment that still needs attention.
Confirming a shift is not a record of hours actually worked. If the time or location changes, check the new arrangement with the employee instead of relying on the earlier agreement.
An open shift is not a swap
An open shift needs someone to fill a vacant place. A swap changes existing assignments between people. In either case, everyone needs to know who approves the change and when it becomes part of the rota.
“I could do it” is an offer, not a completed change. Before removing the original assignment, check the replacement and their agreement. If nobody can cover, keep the vacancy visible.
Notifications should point to the actual change
An employee needs to know which shift changed, what changed and whether a response is required. Sending an email does not prove it was read or that the shift was accepted.
Planned ActiShift notifications are intended to support this process. Email and other notification delivery are not yet offered as a verified production service.
What to check before the next shift
Return to the current rota, not last week’s spreadsheet copy. A short check should identify specific unresolved items.
- Are the required shifts covered, with employees clear on when and where to attend?
- Are any cover offers unconfirmed or swaps awaiting approval?
- Are the latest changes reflected in the plan used by both the manager and employees?
Common questions
Is availability enough to assign a shift?
Availability is an input to planning. The manager still needs to consider operational needs and agree the specific shift with the employee; availability does not replace agreed coverage.
Does a scheduling application handle every employment requirement?
No. A confirmed shift does not by itself establish compliance with working-time, rest or contractual requirements. This guide describes an operational process, not a legal review of a rota.
Can we work with several stores?
Planning across stores is part of ActiShift’s direction. Before deployment, we need to verify your locations, manager permissions and how changes are communicated in practice.
What we are building in ActiShift
ActiShift builds on an existing shift-planning solution. The standalone product is in development: we are verifying availability, rotas, confirmations and open-shift coverage. Public registration and production notification delivery are not open yet. This page illustrates a workflow, not a promise of automatic scheduling or guaranteed regulatory compliance.
Where does your rota usually go out of date?
Tell us how many stores and roughly how many people you manage. We are interested in a specific scheduling or cover problem, not employees’ personal data. You can optionally tell us how you found us.
Send an inquiryvladimir.kriz.cz@gmail.com
Prepared by ActiShift around its intended product workflow. The example is fictional and is not a legal assessment of employment conditions.