Scheduler on the Employee Hub

This article describes what employees see in the Employee Hub once their organisation has the flair Scheduler enabled. It is also a useful reference for managers who want to know what their team experiences after a shift is published.

Where employees access their schedule

When the flair Scheduler is active and Hub visibility is on (see setup), employees see a Shifts entry in the Employee Hub main menu.

The Shifts page is organised into four tabs:

Tab	What it shows
Calendar	The employee's own shifts (the My Shifts view), in week / day format.
Colleagues	A read-only view of colleagues' shifts, so the employee can see who else is on. Also includes a Show open shifts toggle that overlays eligible Open Shifts on the calendar.
Sent Requests	Shift Transfer requests the employee has sent to colleagues, with their status.
Received Requests	Shift Transfer requests other employees have sent to this employee, awaiting their response.

Calendar (My Shifts)

This is where the employee sees their own assigned shifts.

Features:

• Week and day views — toggle between a full-week overview and a detailed single-day view.
• Past and future navigation — scroll back or forward in time.
• Shift details — click any shift to see start/end, break, employee notes (if shared with employees), and the parent record (location/project/etc.).
• Real-time updates — when a manager publishes a change, the employee sees it on next refresh.

From an individual shift, the employee can:

• Request a Shift Transfer with a colleague (if the Scheduler allows it — see Shift Transfer).
• See break details and prep-time.
• Read any employee notes that were shared with them.

Colleagues view

The Colleagues tab is a transparent, read-only view of who else is working.

This is especially useful in environments where coordination matters — a shop assistant can see when the manager is in, a nurse can see who's covering the next shift, an engineer can see when a teammate is on call.

The employee can:

• See which colleagues are scheduled for the upcoming period.
• See what hours each colleague is working.
• Filter by department or location (depending on the Scheduler's configuration).
• Pick out a colleague to request a Shift Transfer with.
• Toggle Show open shifts to overlay any Open Shifts they are eligible for, directly on the Colleagues calendar.

Privacy considerations

The Colleagues view follows the same privacy and visibility rules as the rest of flair. Employees only see colleagues they would normally have visibility into (via Salesforce sharing, segments, or the Scheduler's Hub Targets Query). It does not expose hidden teams.

Open Shifts in the Hub

Open Shifts are surfaced on the Colleagues tab via the Show open shifts toggle. When the toggle is on, any Open Shifts the employee is eligible for are rendered inside the Colleagues calendar alongside colleagues' shifts.

Eligibility is determined by:

• The Scheduler the employee belongs to — the Scheduler's Target (Department / Location / Project / custom object) scopes which open shifts are visible.
• Per-shift Skill filters — if the open shift specifies required skills, only employees with those skills see it.

The full Open Shifts flow is documented in Open Shifts.

In summary: enable the toggle on the Colleagues tab → tap the open shift → see the details → click Request Shift → wait for the manager to confirm.

Shift Transfer on the Hub

Shift Transfer is initiated and managed entirely from the Hub.

Sent Requests tab

Lists transfers the employee has sent to colleagues. For each request the employee sees:

• The shift being offered.
• The colleague who was asked.
• The status — Pending colleague response, Pending manager approval, Approved, or Declined.
• The option to cancel the request while it is still pending.

Received Requests tab

Lists transfers sent to the employee by colleagues. For each request the employee sees:

• The shift being offered to them.
• The colleague offering it.
• Any message attached to the request.
• Accept and Decline buttons.

A new Received Request triggers a notification in the Hub (and via email/push, depending on settings).

The full Shift Transfer flow is documented in Shift Transfer.

Hiding the Scheduler from the Hub

If you have just enabled the flair Scheduler and want to keep it Salesforce-only while you onboard managers, tick Hide flair Scheduler on the Employee HUB Feature record in Salesforce — see setup.

While this toggle is on:

• Managers can still plan and publish in Salesforce.
• Employees do not see the Shifts menu entry in the Hub.
• Existing shifts are not deleted — they simply aren't shown.

You can also hide one specific Scheduler from the Hub while showing others, by toggling Show In Hub on that Scheduler's record.

Side-by-side with the legacy Shift Planner

The Hub has two independent toggles: Hide Shift Planner (legacy) and Hide flair Scheduler (new). They are independent on purpose — you can:

• Show only the legacy planner while you're still on it.
• Show only the new Scheduler once you've migrated.
• Show both during the migration period (some teams on old, some on new).

The two pages have different routes in the Hub, so an employee on a migrating team will see them as two distinct menu entries.

A clean migration

Most customers run a mixed phase for a few weeks: enable the flair Scheduler, migrate one team at a time, and only flip Hide Shift Planner to on once every team is moved over. Your Customer Success Manager can help you plan the cutover.

Notifications

The Hub notifies employees when:

• A new shift is published for them.
• A change to one of their published shifts is published.
• A Shift Transfer request is received.
• A Shift Transfer they sent is accepted or declined.
• A manager approves or declines a Shift Transfer involving them.
• An Open Shift they requested is confirmed or rejected by the manager.

Notification channels (in-app, email, push) follow each user's standard flair notification preferences.

Common questions

Why don't I see the Shifts page in the Hub?

• The flair Scheduler may not be activated on your license (contact flair).
• Your admin may have Hide flair Scheduler turned on at the org or Scheduler level.
• You may not have any published shifts yet — some configurations only show the menu after the first published shift.

Why can't I request a Shift Transfer?

• The Scheduler the shift belongs to has Allow Shift Transfer off, or
• The shift is closer to today than the configured Min Days Before Shift Transfer window allows.

Why don't I see an Open Shift my colleague mentioned?

• It may not be published yet.
• The Show open shifts toggle on the Colleagues tab may be off.
• Eligibility rules (Scheduler Target scope, required skills) may exclude you.
• A manager may have already confirmed someone else's request for it.