An Overview of Shift Requests in Horilla HRMS

Efficient shift management is crucial for any organization striving to maintain productivity and employee satisfaction. In Horilla HRMS, the User Levels feature plays a pivotal role in streamlining shift requests by clearly defining roles and permissions for each team member.
Whether you’re a manager assigning shifts, an HR professional overseeing schedules, or an employee submitting a shift change request, User Levels ensure that the process is seamless, transparent, and efficient.
This blog explores the concept of User Levels in Horilla HRMS, detailing their significance, functionality, and how they enhance shift management. From reducing scheduling conflicts to empowering employees with autonomy, User Levels are a cornerstone of effective workforce management.
Let’s dive into how this feature transforms shift requests into a hassle-free experience for everyone involved.
Overview of the Shift Request
The Shift Request page in Horilla HRMS is designed for both employees and reporting managers, offering a clean, intuitive interface that simplifies shift management tasks. Whether you’re submitting a shift request or approving one, the process is straightforward and efficient.
Shift Request Process for Users

- Navigate to Shift Request
By navigating to the Shift Requests page, users can manage their submitted shift requests and submit new requests for shift changes.
- New Shift Request
To request a new shift change, click the “Create” button and fill out the form below with the required details.

- Employee: At the user level, only the currently logged-in user is available to make requests.
- Requesting Shift: Employees can submit a request to change their current shift.
- Requested Date: The date on which the employee wishes to change their shift.
- Requested Till: The duration for which the shift change is requested.
- Description: A field to provide additional details or reasons for the shift change.
- Permanent Request: This refers to a shift request that may become a long-term arrangement. Activating this option will hide the “Requested Till” field.
Shift Request Tab
In the Shift Request tab, users can view their own shift requests along with their current status. Additionally, users have the ability to edit, duplicate, or delete their requests as needed.

Allocated Shift Requests Tab
The Allocated Shift Requests tab displays requests from other users who are seeking to take over shifts from the requesting employees.

For example, if Charlotte White requests to transfer her morning shift to Grace Allen, Grace Allen can indicate her availability by clicking the “Available” or “Not Available” button.
Shift Request Management for Reporting Managers

The Reporting Manager has the ability to view both their own and their subordinates’ shift requests. They can edit, duplicate, or delete these shift requests as needed, and also create shift requests for their subordinates. Additionally, the Reporting Manager can approve or reject shift requests by clicking the “Approve” or “Reject” button.
Furthermore, the Reporting Manager can also view allocated shift requests for themselves and their subordinates. Similar to shift requests, they can approve or reject these allocated requests by clicking the “Approve” or “Reject” button.
The Reporting Manager can also create and view shift requests from the individual view of their subordinates.
Users with Permission to View and Manage Shift Requests
When an admin grants a user permission to view, manage, and create shift requests, that user gains the ability to view all shift requests, approve them, and create new shift requests as needed.

For example, Alexander Smith has been granted permission to view, manage, and create shift requests. As a result, he can view all shift requests, approve them, and also create new shift requests for all employees.
Shift Request From Profile View

Navigate to the profile, where you can see the Work Type and Shift tabs. From there, you can create a shift request. To request to transfer your shift to another employee, use the “Reallocate Shift” button.
Conclusion
Mastering shift requests in Horilla HRMS ensures smooth operations and fosters a well-organized work environment. By leveraging the User Levels feature, organizations can effectively manage shift requests with clear roles and permissions for each team member. Whether it’s employees requesting shift changes, reporting managers approving or rejecting requests, or admins granting permissions, the entire process is streamlined and efficient.
With features such as shift allocation, permanent requests, and the ability to create and manage shift requests directly from individual profiles, Horilla HRMS simplifies workforce management, reduces scheduling conflicts, and empowers employees with greater autonomy. The system’s intuitive design, coupled with robust workflow functionality, makes it an invaluable tool for organizations aiming to enhance productivity and employee satisfaction through effective shift management.