Overview

Microsoft Teams Shifts is the official tool for viewing your work schedule, clocking in/out, managing availability, and submitting schedule requests. This article provides a step-by-step guide for using Shifts on both Desktop/Web and Mobile devices. Before you begin, download the mobile Teams app on your smartphone or tablet.

1. Accessing and Pinning Shifts

 

Desktop / Web

1. Open Microsoft Teams.

2. On the left-hand app bar, click the three dots (... / View more apps).

3. Search for and select Shifts. 

4. Right-click the Shifts icon in your sidebar and select Pin so it stays there permanently.

Mobile (iOS / Android)

1. Open the Teams mobile app.

2. Tap the More (...) icon or swipe up on your bottom navigation bar.

3. Tap Shifts.

4. Tap Edit, then drag Shifts to your primary bottom navigation tab bar for faster access.

 

2. Viewing Your Shifts

You can view your personal shifts as well as who else is working on your team.

Desktop / Web

• Click Shifts from your sidebar.

• By default, you will see the Team Schedule.

• Toggle the Week, Filter & View icons at the top right corner to set your viewing preferences.

 

Mobile

1. Open Shifts to immediately see your Shifts summary feed.

2. Click on All Your Shifts to view your full Schedule.

3. Tap Team Shifts at the bottom to see a calendar view of your co-workers' schedules.

 

1.  

 

3. Clocking In and Out (Time Clock)

Note: Your location/GPS coordinates will be documented on mobile devices when you clock in or out.

Desktop / Web

• Clocking In: Open Shifts and click Clock In near the top of the interface, and Confirm. The timer will start counting.

• Taking a Break: Click the drop-down arrow next to the live timer → click Start break. Click End break when finished.

           

• Clocking Out: Click the live timer or click the drop-down arrow next to it → select Clock out.

 

Mobile

• Clocking In: Tap Time Clock, select your correct team, then press and hold the blue Shift icon until the timer activates.

  • You can start your shift up to 5 minutes before. Ask your supervisor if there is approval to clock in before 5 minutes. If you find that you are usually early or late, ask your supervisor to update your semester schedule.

       

 

• Taking a Break: Press and hold the Break icon to start your break. Press and hold it again to end it.

• Clocking Out: At the end of your shift, press and hold the red Stop icon to clock out.

Note: You can view and edit your digital time sheet on mobile by tapping the Time Sheet icon in the upper-right corner of the Time Clock screen. Leave a note for any edits you make. After editing your timesheet, click to Confirm for each closed shift.

 

4. Requesting Time Off

All time-off requests require manager approval and 24 hours' notice. By default, students can take up to 10 hours sick and 5 hours as time off per semester. After 3 unapproved time-off events, your schedule may be reduced or removed. Time to meet with your instructor or advisor, or to work on class projects are not exceptions. For full-semester changes, please speak with your supervisor.

Desktop / Web

1. Go to the Requests tab in Shifts.

2. Click New request → Time off.

   

3. Select your Start/End dates. If you only need part of the day off, toggle All Day to Off and enter the specific hours.

4. Choose the appropriate reason and add an optional note.

   

5. Click Send request.

 

Mobile

1. Tap the Requests tab at the bottom (or tap the + icon in the upper right, select Time off).

2. Choose your time-off type and select your date/time parameters.

3. Fill in an optional reason and tap Done or Submit.

4. You will receive an Activity Feed notification once a manager approves or denies it.

5. Swapping/ Offering Shifts with a Co-worker

If you need someone to cover your shift or want to exchange shifts, you can coordinate this directly in Teams.

1. Swap Shifts

 

Desktop / Web

1. Go to the Requests tab and click New request → Swap shift 

2. Choose the shift you want to give up.

3. Select the co-worker and choose the specific shift of theirs you want to take.

4. Click Send request. Your co-worker must accept it first, after which it automatically routes to your manager for final approval.

 

Mobile

1. Select the Requests tab or tap the + icon, and select Swap Shift.

2. Select your target shift, pick your teammate, and choose their shift.

3. Tap Send.

4. Track the status under the Requests tab (In Progress vs. Completed).

6. Setting Your Availability

Let your supervisors know when you are free to work around your class schedule.

Desktop / Web

1. Currently, setting general availability parameters is easiest and most robust via the Mobile app. On Desktop, you can review assigned shift parameters, but availability inputs are optimized for mobile frontline usage.

Mobile

1. Open Shifts, select the + icon, and look for the Set Availability option.

2. There are 2 options: Recurring or Specific Dates. Student assistants should focus on using the Specific Dates option as semester schedules change.

3. For Specific Dates, select dates for the first week of your semester and add your available times.

4. Tap Done or the check mark to save.