What every notice needs
- The day and date of the shift, written out. “Thursday” alone is ambiguous by Wednesday night.
- The old shift and the new shift, start and end times, and the location if you have more than one.
- A short reason, if you can give one.
- What you need back: a reply to confirm, or a message if they can't make the new time.
- Where the current schedule lives, so they don't work from an old screenshot.
| Detail | Before | After |
|---|---|---|
| Day and date | Thursday, January 14 | Thursday, January 14 |
| Time | 10:00 AM to 4:00 PM | 12:00 PM to 6:00 PM |
| Location | Main Street | Main Street |
| Hours that week | 32 | 32 |
Six templates
Replace anything in [brackets]. Keep one change per message where you can, and send it to the person it affects.
1. A changed shift time, by email
Subject: Your shift on [Thursday, January 14] has changed
Hi [name], Your shift on [Thursday, January 14] has moved. Was: [10:00 AM to 4:00 PM] Now: [12:00 PM to 6:00 PM] [Reason, if you can give one: a delivery is arriving late.] Your other shifts this week haven't changed. Please reply to confirm, or let me know by [Tuesday at 5 PM] if the new time doesn't work, and we'll sort something out. The current schedule is [where it lives]. Thanks, [your name]
2. A changed shift time, by text
Hi [name], your [Thu Jan 14] shift is now [12–6 PM] (was [10 AM–4 PM]). Everything else this week is the same. Can you reply OK, or tell me if that doesn't work? – [your name]
3. A different location
Hi [name], same times on [Sat Jan 16, 10 AM–4 PM], but you'll be at [Oak Avenue] instead of [Main Street]. [Parking is behind the building.] Reply OK when you've seen this. – [your name]
4. Asking someone to take an extra shift
Subject: Could you work [Friday, January 15]?
Hi [name], Could you work an extra shift on [Friday, January 15], [4:00 PM to 9:00 PM]? It would take you from [28] to [33] hours this week. It's fine to say no. If you can do it, reply by [Wednesday at noon] and I'll add it to the schedule and confirm. Thanks, [your name]
5. A cancelled shift
Subject: Your shift on [Sunday, January 17] is cancelled
Hi [name], I'm sorry for the change: your shift on [Sunday, January 17], [9:00 AM to 3:00 PM], is cancelled because [reason]. Your other shifts this week stay the same. [If you'd like to make up the hours, reply and I'll check what's open.] The current schedule is [where it lives]. [your name]
6. Correcting an earlier message
Hi [name], correction to my last message: your [Thu Jan 14] shift is [12–6 PM], not [12–8 PM]. Sorry for the mix-up. The schedule is updated. Reply OK when you've seen this. – [your name]
Notice and pay rules
Making sure it landed
- Update the schedule first, so the message and the schedule agree.
- Send the message to the person directly, not only to a group chat.
- Ask for a reply. If none comes by the time you set, call.
- Note when you sent it and when they confirmed, next to the shift.
- If someone can't make the new time, treat the shift as open and find cover before the day.
If the change starts with an employee asking to give a shift away, use the shift coverage request form first, then send the notice once it's approved.
Changes in Zchedule
In Zchedule you edit the shift and publish. Each person whose shifts changed gets one notification, if they have notifications turned on, and the app and web show the current schedule. Zchedule doesn't send text messages or show whether someone has read a notification, so for a same-day change or one that needs an answer, send a message like the ones above as well. For building the week in the first place, see how to make an employee schedule.