A simple guide to scheduling using Microsoft Teams · Your team is going to start using MS Shifts What is Microsoft Shifts? Microsoft Shifts is a scheduling tool which sits within

A simple guide to scheduling using Microsoft Teams

Employee manual

Introduction

We’re all having to get used to working differently in light of social distancing measures.

It might be more difficult to find your rota and shift times for the week, and to let your manager know you aren’t available at different times.

Here is a guide to how technology can be used to simplify your rotas.

Your team is going to start using MS Shifts What is Microsoft Shifts?

Microsoft Shifts is a scheduling tool which sits within Microsoft Teams.

How will this make you life easier?

- You will be able to see your shifts in real-time on your mobile or desktop, as soon as your manager updates them.

- You can set when you’re unavailable- You can choose which unassigned shifts you want to take- Swap shifts with a staff member without going through your

manager- You’ll be able to request leave

Access Microsoft Teams

Accessing Microsoft Shifts

View shifts

Swap / offer a shift

Claim an open shift

Here’s a “how to” guide to using MS Shifts

1

Skip to a section by clicking on the number.

2

3

4

5

Access Microsoft Teams 1

You can download the Microsoft Teams mobile app from the Android or Apple Store to your mobile device.

Once your download has finished, you can log in to Microsoft Teams (using the same email address and password that you use for Outlook or Office365)

If you are using a desktop, you can go to office.com and login using the email address and password you use for Outlook. You can download Teams to your desktop, or you can use a version in your browser.

Accessing Shifts on Mobile 2

Shifts is a way to view your rota for the week. On the mobile app, you can access this by clicking the menu icon in the top left. Then select ‘More Apps’ and you will have an option to select ‘Shifts’.

Accessing Shifts on Desktop 2

On the left hand Menu Bar, you need to select the icon with three dots and select Shifts.

View Shifts 3

You see a list of shifts you have been assigned, and the dates.

When you select a shift, you can see the time of the shift, your break allowance and any notes your manager has left you.

Swap / Offer shifts 4

You can request to swap or offer your shift with a co-worker via the app. Your request will be sent to your manager through Teams for approval.

Claim an open shift5

If a shift hasn’t been assigned to anyone, it becomes an “Open Shift”.

You can view the Open Shifts here and select the shift you’d like to take. Your manager will approve or deny your Request.

Desktop view

Mobile view

More information about ShiftsMicrosoft have created a quick introductory video to Shifts which you might want to watch.

If you need further help here are some ways to find it:

1. Within Teams itself there is a help section.

2. On the Microsoft website.