Help for employees using Employee Hub

1. Use the email address that was invited

1. 1.Open the newest Employee Hub invitation sent by ElShift.
2. 2.Use the same email address that received the invitation.
3. 3.Create your account or sign in if an account already exists.
4. 4.Return to Employee Hub so the invitation can connect the account to your employee profile.

2. Agree to the Privacy Policy and Terms before signing in

Employee Hub shows links to the Privacy Policy, Terms of Service and Support on the sign-in screens. Tick the agreement box before password sign-in, Google sign-in or invitation account creation.

Password recovery remains available without ticking the agreement box because recovery does not sign you into a new session by itself.

3. If the invitation no longer works

Use the newest invitation if several messages were sent. If the invitation has expired or access was revoked, ask your manager to send a new Employee Hub invitation.

1. What Profile includes

• Your name, organization and current workplace.
• Your weekly-hours information when your employer has provided it.
• Language and Appearance controls, including System, Light and Dark modes.
• Privacy Policy, Terms of Service and Support links.
• Account deletion and sign-out controls.

2. Change language or appearance

1. 1.Open Profile.
2. 2.Choose your language.
3. 3.Choose System, Light or Dark under Appearance.

3. Contact Support

The Support card sends your request to ElShift Support. After a successful request, Employee Hub shows Request received and tells you that a confirmation was sent to your account email.

Use Send another support request only when you need to start a separate request.

4. Delete your ElShift account

Profile includes a destructive Delete account action. ElShift asks for confirmation twice before submitting the deletion request and signs you out after a successful deletion.

Deleting the account is different from your employer deactivating your employee record. If you only need employment access changed, ask your manager first.

5. Your employee name comes from the linked employee record

Employee Hub prefers the canonical employee name linked by your employer. Account email fragments or provider profile text are not promoted into the employee-facing name when the linked employee record is available.

6. Successful account deletion is confirmed

After a successful account deletion, Employee Hub carries the success confirmation across the sign-out/redirect so you receive a clear result instead of landing at sign-in with no feedback.

1. If you cannot sign in

• Confirm that you are using the email address your manager invited.
• Use the newest invitation or sign-in message if several were sent.
• Ask your manager to resend the invitation when the link has expired or your access was reset.

2. If a workplace or schedule is missing

Employee Hub only shows active workplaces linked to your employee identity and schedules that have been published to you. Draft manager schedule changes stay invisible until they are published.

If you have more than one workplace, use the workplace switcher before deciding that data is missing.

3. If an Employee Hub action fails

• Confirm that you are in the correct workplace.
• Refresh once and retry the action once.
• Ask your manager whether your Employee Hub access or employee status changed.
• Use the ElShift Support contact form when the portal itself still appears broken after those checks.

4. Complete password recovery from the newest email

Open the newest ElShift password-recovery message. The recovery link is captured without being consumed by a separate confirmation step; enter and validate the new password, then submit it to complete recovery.

If the final password update fails after the recovery link has been verified, keep the recovery page open and retry the password submission. Employee Hub keeps the temporary recovery session when possible instead of forcing an immediate new email.

1. Employee Hub shows published work

Your Schedule page shows shifts your manager has published to Employee Hub. Draft manager edits do not appear until the manager publishes the affected period again.

If a shift is missing, verify the workplace and date first, then ask your manager whether that period has been published.

2. Read each published shift

• Check the date, start time and end time.
• Check the role and location when they are shown.
• Check acknowledgement, pending change-request and pending swap badges.
• Use Request change or Request swap when the shift needs manager review.

1. What acknowledgement means

Acknowledgement records that you have seen the published shift. It does not edit the shift, approve overtime, create leave or change attendance.

2. Acknowledge from Schedule

1. 1.Open your published Schedule.
2. 2.Review the shift details.
3. 3.Choose Acknowledge on an unacknowledged shift. Where a range acknowledgement action is offered, review the range before confirming.
4. 4.The shift is then marked as acknowledged from the employee side.

1. Review your current Work Preferences

Open Availability to see the work preferences currently approved for your employee profile. Depending on your workplace, this can include weekly hours, weekdays, Shift Templates and locations.

2. Prepare a preference-change request

1. 1.Open Availability.
2. 2.Choose the changes you want to request.
3. 3.Review the full proposed set before submitting it.
4. 4.Submit the request for manager approval.

3. Track, cancel or review the decision

While the request is still pending, you can cancel it. Availability also shows recent approved, rejected and cancelled preference requests so you can see what happened.

4. Work Patterns and Days off are not employee preference requests

Your manager controls Work Patterns, First working day and manager-set Days off. These settings cannot be changed from the employee preference request.

1. Choose the request type

• Cannot work: explain why you cannot work the published shift.
• Different time: enter the exact preferred start and end times for the same day.
• Different day: choose the preferred date, then choose an offered shift template or enter exact custom start and end times.
• Scheduling issue: explain the other scheduling problem that needs manager review.

2. Complete the required details

A comment/reason is required before the request can be submitted. Different-time requests also require both preferred times. Different-day requests require a preferred date and either a template or both custom times.

When you choose a different day, Employee Hub loads eligible shift templates for that date. Switch to custom time when the offered templates do not describe the shift you want.

3. Track or cancel the request

Open Actions to see the request type, original shift, preferred shift details, current status and any manager response. While the request is still pending, you can cancel it there.

4. After your manager decides

If your manager approves Cannot work, Different time or Different day, ElShift updates the affected schedule and republishes it to you. Check Schedule or Calendar after the approval appears.

A Scheduling issue may still need the manager to edit the schedule manually because that request type does not always specify one exact replacement shift.

1. Request a swap

1. 1.Open the published shift you want to swap.
2. 2.Choose Request swap.
3. 3.Select an eligible colleague from the list Employee Hub provides.
4. 4.Submit the swap and follow its status in Actions.

2. Respond or cancel in Actions

• If you are the recipient of a pending swap, Actions lets you accept or reject it.
• If you started the swap, you can cancel it while it is still waiting for the colleague or has been accepted but not finally resolved.
• After the colleague accepts, the manager makes the final approval or rejection decision.

3. After manager approval

An approved accepted swap updates the authoritative schedule and republishes the affected date. Recheck Schedule or My Calendar after the approval appears.

1. Choose Vacation or Day off

1. 1.Open Leave.
2. 2.Choose Vacation or Day off.
3. 3.For Day off, choose Day off, Sick leave, Personal or Other as the reason.
4. 4.Choose the date or date range, add an optional note and submit.

2. Follow history by lifecycle date

Time Off history is grouped by workplace-local lifecycle date, newest first, with the newest group expanded. Each request or standalone Day off shows its relevant lifecycle time while the card keeps the requested absence range.

Pending requests can be cancelled while the Cancel action is available. Approved, rejected and cancelled requests remain visible as history.

3. Understand approved Days off

Approved non-Vacation requests become Days off. A manager-created Day off also appears in your Time Off history and Calendar.

When a manager approves a Cannot work schedule-change request, ElShift represents that date as a Day off without silently rewriting the published schedule. Check Schedule for any separate manager schedule change.

1. Switch between Requests & Swaps and Updates

Requests & Swaps shows the history of schedule-change requests and shift swaps. Updates shows notifications about published schedules, leave, swaps and manager decisions.

2. Follow Requests & Swaps by date

The history keeps each stage of a request or swap instead of replacing the earlier event with the latest status. Pending actions such as Cancel, Accept or Reject remain available when the current request state allows them.

3. Open Updates by day

Updates are grouped by your local day, with the newest day first. The newest group opens by default and older groups stay folded until you open them. You can keep more than one day open at the same time.

4. Opening Actions marks unread updates as read

When Actions opens, Employee Hub tries to mark the current unread Updates as read without deleting the history. If that update fails, the error stays visible and you can retry it.

5. Use the success confirmation after an action

Successful cancel, accept and reject actions now show confirmation instead of only refreshing the list. If an action reports an error, retry after checking the workplace and connection rather than assuming it succeeded.

1. Open My Calendar

Calendar is a full Employee Hub view, not only a date picker. On desktop it is available from the Employee Hub side navigation. It combines several types of employee information on one date-based screen.

Use Month or Year view, move backward or forward, or choose Today to return to the current date.

2. Choose the layers you want to see

• Schedule: published shifts. This layer is on by default.
• Time off: pending and approved leave across the dates covered by the request.
• Swaps: active shift swaps and their current status/context.
• Timesheets: recorded hours for dates that have timesheet entries.

3. Read the selected day

Select a date to open its day details. Entries show the relevant time or status and link to the detailed Schedule, Leave or Timesheets surface where appropriate.

When Schedule and Time off are both enabled, Calendar warns when a selected day contains both a published shift and approved leave so you can ask your manager to review the overlap.

4. Time Off includes Vacation and Days off

The Time Off calendar layer includes the unified Vacation/Day off feed. Manager-created Days off and Days off created from approved employee requests can appear alongside Vacation without duplicate approved non-Vacation rows.

1. Record a work session

1. 1.Open Attendance in the correct workplace.
2. 2.Choose Clock in when work starts.
3. 3.While the session is open, Employee Hub shows the clock-in time and continuously updated elapsed time.
4. 4.Before clocking out, enter the total break minutes for that work session.
5. 5.Choose Clock out when work ends.

2. If you are temporarily offline

Employee Hub can queue clock-in or clock-out attendance events on the device while there is no network connection. A queued-offline notice is shown, and Employee Hub attempts to sync the pending events after the connection returns.

If a queued event conflicts with the server state, do not create repeated clock actions to compensate. Review the history and contact your manager when the result is wrong.

3. Read attendance history

• Each attendance row shows the date, clock-in, clock-out, break and worked total.
• The same row can show the scheduled shift for that date.
• Final total shows the corresponding timesheet total when one exists.
• Adjustment shows the timesheet adjustment when one exists.
• Employee Hub warns when an attendance record is outside the published shift context.

4. Pause and resume the same attendance session

Pause keeps the current attendance session open. Resume continues the same session, and Clock out remains available while paused.

Recorded Pause time is included in excluded break time. Additional unrecorded break minutes are entered separately so Pause time is not subtracted twice.

5. Use reminder settings in Profile

• Clock-in reminders can fire 5 minutes after the published shift start when attendance has not begun.
• Clock-out reminders remain tied to an active attendance session after the scheduled end.
• Choose a default Snooze duration of 5, 10, 15, 30 or 60 minutes; the default is 10 minutes.
• Native Mobile reminders also support Do not remind again for the specific shift.

1. Open a timesheet from Employee Hub

Timesheets is a read-only employee surface. My Calendar can show dates with timesheet records when you enable the Timesheets layer; timesheet entries link to the detailed Timesheets page.

The Timesheets page lists the recorded hours for each date. It does not let an employee overwrite manager-reviewed hours.

2. Filter the period

1. 1.Choose a start date, an end date, or both.
2. 2.Employee Hub filters the visible timesheet records to that period.
3. 3.Clear or change the dates to review another period.

3. Export your timesheet PDF

When the selected period contains records, use Export PDF to create an employee timesheet export for that date range. The export uses your employee identity, workplace, locale and timezone context.

For a day-by-day comparison with clock-in, clock-out, breaks and any adjustment, use Attendance history. Ask your manager to review an incorrect final total rather than creating extra attendance events.

1. What is available in Mobile

• Schedule: published shifts, acknowledgements, PDF sharing and shift actions.
• Actions: Requests & Swaps plus Updates grouped by day.
• Attendance: clock in/out, active timer, offline synchronization and attendance history.
• Profile: workplace switching, language, System/Light/Dark appearance, notifications, reminders, legal links, account deletion and sign out.
• Additional screens: Availability, Leave and Calendar.

2. Agree to Privacy and Terms before signing in

Mobile shows Privacy Policy, Terms of Service and Support links before sign-in. Tick the agreement box before password sign-in, Google sign-in or invitation account creation.

Password recovery remains available without the agreement box because recovery itself is not a new sign-in acceptance action.

3. Recover from an access problem without reinstalling

If you sign in but Mobile cannot load your employee access, use Retry access. Use Sign in with another account when you need to switch accounts.

Invitation, activation and password-recovery errors provide a route back to sign-in so you do not need to delete and reinstall the app to recover.

4. Different day requests differ slightly from Employee Hub web

In Mobile, Different day asks for a preferred date and one of the Shift Templates offered for that date. Employee Hub web also offers a custom-time option.

For Different time in Mobile, enter the exact preferred start and end times and add the required Comment before submitting.

5. Mobile uses the current employee and workplace context

Home and Profile prefer the canonical linked Employee name. If the organization has a configured timezone, Mobile uses it for workplace dates. When the backend explicitly reports that no organization timezone is configured, Mobile falls back to the device/employee IANA timezone and uses UTC only as a final safety fallback.

Changing language while signed in also updates the saved pre-login language so the next sign-in screen stays in the selected language.

6. Password recovery ends with a clear success confirmation

After Mobile successfully updates a recovery password, it signs out the temporary recovery session and shows a native success confirmation before returning to ordinary sign-in.

7. Mobile uses the same Vacation and Day off model

Time Off in Mobile follows the same employee model as Employee Hub: choose Vacation or Day off, and for Day off choose Day off, Sick leave, Personal or Other. Approved non-Vacation requests become canonical Days off and stay visible in Time Off history.

1. Create and share the PDF

1. 1.Open Schedule.
2. 2.Under Published schedule PDF, choose Current week, Single day or Custom range.
3. 3.Check the selected dates.
4. 4.Choose Export, then use the system share sheet.

2. The PDF follows your published schedule

The PDF contains the schedule that has been published to you. A manager's draft changes do not appear until the affected schedule is published.

3. Exports use the selected workplace, locale and date range

Mobile sends schedule PDF requests through the canonical ElShift Admin service and keeps custom historical or future-inclusive date ranges supported by the published schedule data. Finnish and German PDF requests stay localized end to end.

If the chosen range has no published shifts, choose a range that includes a published shift rather than treating the response as an access failure.

1. Choose which updates can be pushed

1. 1.Open Profile.
2. 2.Under notifications, toggle Schedule, Leave and shift-workflow updates separately.
3. 3.Allow notification permission when the operating system asks. If permission is already denied, use Open Settings from Profile.

2. Configure attendance reminders separately

Profile has separate reminder toggles for clock-in and forgotten clock-out. These do not change your push preferences for schedule, leave or request updates.

3. Updates remain available in Actions

Even if a push is missed or dismissed, the related update remains in Actions → Updates. When read state changes, the app badge follows the current unread count.

4. Updates remain available even if a push is missed

Push notifications are only one way to alert you. The related update remains in Actions → Updates, so you can still review it later even if a push notification was missed or dismissed.

5. Permission and ElShift device registration are separate

Operating-system permission alone does not mean the device is ready for ElShift push. Profile reports the device ready only after OS permission is granted and backend token registration succeeds.

During a silent reconciliation, Profile shows a checking state or keeps a previously verified ready state. Retry device registration appears only after a real registration failure while permission is still granted.

6. Turning a category on may register the device first

Turning a notification category off can be saved without registering the device. Turning a category on first ensures permission and successful backend registration, then saves the preference.

If registration fails, use Retry device registration. Do not repeatedly toggle categories as a substitute for fixing registration.

7. Opening Requests does not mark Updates read

Unread Updates stay unread while the default Requests & Swaps view is open. Opening Updates or using its read actions changes read state and the badge after the server records the change.

1. Clock in and out from Attendance

Clock in starts the active timer. When you clock out, enter the actual break minutes as a whole number from 0 to 1440.

Attendance history shows your clock-in, clock-out, break, worked duration, timesheet adjustment and final recorded total.

2. If a clock action was made without a stable connection

Saved actions stay tied to the signed-in account and workplace and are sent in chronological order when connectivity returns.

• Pending sync: the action is saved on the device; you can choose Sync now.
• Syncing: the app is currently sending saved actions.
• Action required: one action could not be accepted; review it and choose Retry.

3. After synchronization

After a queued clock action syncs successfully, check Attendance to confirm the recorded time. If Action required remains after retrying with a stable connection, ask your manager or ElShift Support for help instead of creating duplicate clock actions.

4. Read schedule state separately from attendance state

Not clocked in means there is no active attendance session; it does not mean you are not scheduled. When a published shift is inside the existing clock-in relevance window, Mobile can show Ready to clock in while keeping the shift visible.

Clocked in and Paused describe the active attendance session. Pause/Resume stay within one session and Clock out remains available while paused.

5. Keep unsynced attendance safe during sign-out

Mobile bounds network work so a stalled request becomes a retryable state instead of an endless Working state. Ordinary sign-out clears local authenticated UI state while preserving owner-scoped unsynced attendance events for later safe reconciliation.