What is Hotschedules ?

It is an Employee work scheduling and Forecasting tool for highly dynamic environments like Restaurants.

One of the coolest  thing about it is that it is not a stand-alone tool for desktop but it is an online app that could be used  even from a Mobile.  It can be accessed just from about anywhere in the world.

Hotschedules app  is available for Iphone, Ipad and Ipod touch. It is also available on Android tablet or phone. The app for blackberry is also in the market.

Hotschedules for restaurant

Joakim Jardenberg / CC by 2.0 /Flickr

Hotschedules was founded in 1999. by experienced guys from Restaurants understanding the real problems that this industry faces when it comes to day to day or time to time scheduling.

The company is located in Austin Texas.

It is being used by around six thousand local and international clients.

Some of the key points about Hotschedules are :

-Controlling costs.

-Better information dissemination and communication.

-Forecasting of sales and Labour.

-Hiring people in paperless mode with their product GoHire.

-And the most important one, very high productivity.

The latest version on Ios platform is Hotschedules 3.06. It requires mimimum Ios version of 4.3. It is optimized for Iphone 5. The total size of the app is around 6MB.

What could Restaurant Industry expect from Hotschedules ?

Better management of workforce.

-Stopping adhoc methods of scribbling schedules on paper or bills etc.

-Reducing employee frustration and turnover.

-Forget the physical log book and starting to using a digital one.

-Access from web and mobile apps.

-Get better control of shift details and staff journal.

-Hotschedules does not depend on number of locations or the company size.

-Integration with POS.

 The training and support from Hotschedules is supposed to be one of the best till you get the complete understaning of the whole process.

What restaurants have reported:

Better guest satisfactions due to high employee satisfaction.

-Hotschedules diverts almost everything a Restaurant manager does on to the web. Nothing remains offline or untraceable.

-Employees can select or cancel shifts with simple easy clicks…

-Very high improvement in Management communication.

-Schedule based communication to a single or group of employees at a single go.

-The single capture database called Digital Log book has helped to log almost everything that a restaurant does on to it.

Hotschedules was in fact selected as “Vendor of the year for 2013” by the famous Bloomin’ Brands Restaurant chain. Wine Bar and Roy’s restaurants, Bonefish Grill, Fleming’s Prime Steakhouse, Outback Steakhouse and Carrabba’s Italian Grill belong to this group. Bloomin’ Brands has expressed that  Hotschedules helped them run their operations in much better way than before. The employees there have got a powerful  access point for everything they need for their restaurant management.  As per Hotschedules,  around 1 million people access the Red Book Connect cloud from their mobile apps.

As per Hotschedules, this solution has helped Restaurants reduce their scheduling times by a whopping seventy five percent!

If you are a restaurant and planning to buy Hotschedules, definitely try to get in touch with existing users of Hotschedules to get the best honest feedback.

And if you are already using Hotschedules and have a lot to say about your experience, do not forget to put forth your comments here…

References from:

Hotschedules online employee scheduling

Hotschedules online employee scheduling is an online employee scheduling platform used by Restaurants all over the World.

Hotschedules Online Employee Scheduling

HotSchedules Online Employee Scheduling

Hotschedules login Employee

The Hotschedules online employee scheduling process starts with the Manager handing over the Employee a Welcome sheet. This has the temporary password to Hotschedules Login besides other details.

When the employee gets his welcome sheet, he should login to online employee scheduling tool with the username and password mentioned mentioned in the welcome sheet.

He must change the password when using Hotshcedules for the first time.

He ensure that this password is noted down and remembered well to avoid Hotschedules Login issues.

The tool does away with all the old messy paperwork involved in employee scheduling earlier.

The whole activity related to employee scheduling is online including any messaging related to the Restaurant work.

Hotschedules online employee scheduling

Hotschedules online employee scheduling has a whole range of features like pickups, Releases, swaps and Requests catering to very specific needs of the employees and Restaurants.

The employee has no need to write anything down on paper, diary or stick notes on any boards for any reason at all.

Using Hotschedules online employee scheduling, when an employee needs an off he can just mention the reason for his absence on the corresponding requests. The Managers check and approve them evaluating other such requests and their own manpower needs for corresponding time slots.

One should remember that Hotschedules online employee scheduling has some unwritten protocol to use it in a holistic way:

-It is a good etiquette to not ask for personal numbers of other employees on Hotschedules messaging if either one is married.

-Cursing and Bad words won’t get you anywhere when using Messaging in Hotschedules online employee scheduling. Be careful, words once spoken(sent) cannot be reverted and could create permanent sour relationships.

-Your HotSchedules Manager can easily understand your “off” requests submitted for party hangovers. Don’t drink and use Hotschedules online employee scheduling for such things as these.

Hotschedules online employee scheduling even gives you an alert telling you in how many minutes your shift is starting. This helps when you are far off from the Restaurant and the shift is starting in short time.

The important aspect of Hotschedules is that it allows you to see not just your own but even schedules of other co-workers.

Example, say you want to just check who is working and who is not working on Friday. You can find this very easily using ‘Hotschedules online employee scheduling’.

-Go to your personal homepage.

You will find your entire schedule when clicking the Home tab.

-Select the option “View Entire Schedule”.

-Select the week for which you need to see the Schedule.

A new window will show you all who are working on that week.

Please ensure that the popup blocker is not blocking HotSchedules site when using this feature.

You can see only those schedules that are posted (meaning confirmed).

If you do not wish to check this employee scheduling HotSchedules online, you can very well take a printout and keep it for ready reference.

Some important features included inHotSchedules online employee scheduling are:

HotSchedules online employee scheduling Requests

HotSchedules Requesting Offs for Family

HotSchedules Requesting Offs for Family


Employees may request for time offs when they have some personal matter to attend. This is a big advantage because the employee does not have to call his Manager and explain whenever he needs to take an off. He has to simply go online and use this feature in Hotschedules.

Hotschedules not only provides feature for requesting offs, but also for requesting to work on specific shifts. These requests could be for certain time slots or shifts on one time or recurring basis.

HotSchedules online employee scheduling Swaps

Swapping shifts in ‘Hotschedules online employee scheduling’ simply means exchanging your own shift with those of other employees of the Restaurant.

HotSchedules Swaps

HotSchedules Swaps

The other employee has to accept the request for this swap first.

After that, the respective Manager has to OK this shift exchange before it actually shows up in your HotSchedules Schedule.

HotSchedules online employee scheduling Pickups

If you wish to work on a shift or time-slot, that you are normally not working, Pickups can be used. You must keep in mind that you need to have job code for that work category to pickup a particular shift. What this means is you won’t be able to see server shifts if you have a job code for bar tender. You need to get the proper job code before you can pick up a specific Hotschedules shift. If you know you can manage that specific work in the shift, you may talk to your Manager to get the job code for that work assigned first.

After that, the procedure to do this on Hotschedules online employee scheduling’ is very simple:

Go to Home tab and find your schedule under My plate.

There you will see a link “Pickup Shift” for a shift that you are already not working.

Click on this link. You will see the shift details of that particular shift. See if it suits you. Then if you wish to want to work on that shift, click on the link “Pickup shift” besides the details. You may mention the reason for pickup,   that may help the Manager review the request.

After that, the  shift will show “as pending for approval” till it is approved by your Manager.

The Manager gets a notification through the Messaging module in Hotschedules messaging to approve it..

Once approved,  you too will get a message from Hotschedules messaging module.  If you have configured your account with proper options, you will also receive an email or text for this.

Hotschedules Login page will help you understand the logging in process of Hotschedules

HotSchedules online employee scheduling house Shift


Please remember that your Restaurant Manager may choose to give importance/preference to certain time slots or shifts when assigning them to employees.  HotSchedules provides this with the concept of “House shifts”. House shifts are those shifts which are critical for the Restaurant and no one is assigned or working on those time slots.

When you pickup a shift on a particular day and if there is a House shift also available for that time slot, you will be assigned both the shifts.

One shift that you asked for and the other the House shift.

The Manager then takes a decision on which one you get depending on his priority.

Some Restaurants may not want this feature. HotSchedules has possibility of turning it off too.

Hence, if you don’t see House shifts in your Hotschedules online employee scheduling tool,  don’t be surprised,  as this option may have been disabled on purpose by your Restaurant.

HotSchedules Releases

 This as the name suggests are opposite of Pickups. You may release certain shifts that you do not wish to work from your HotSchedules Schedules. You may mention the reasons and get them approved from your Manager similar to how it works for Pickups.

HotSchedules Release

HotSchedules Release

The point to remember is that until some other employee is ready to work for your released Shift and actually picks it up, you should be available for that shift.

HotSchedules -Procedure to Release a shift:

Go to My plate under the Home tab.

Click on the ‘Release’ link to the right side of the shift you wish to release.

You may select the reason for releasing the shift. After that, once you click on submit,  the request for release will be submitted to the Hotschedules system. If you don’t want to submit, you may click on the cancel link.

Once Submitted, you will get a message saying that you still are working on that shift until someone else picks it up and the Manager approves it.

The Manager will receive the notification to approve this release.

If someone picks this release and Manager approves it, only than your shift is actually released.

In between, if you change your mind, you could also cancel the release by clicking on the “Cancel Release” link besides that particular shift.

Hotschedules Automatic Pickups and Releases

Hotschedules online employee scheduling tool also has a very intuitive feature of automating the Pickups and releases.

With Automatic Pickups and Releases, one can automatically pickup or release shifts within specific time frames. At present this is possible for the current and consecutive week.

For Instance,  say you want to work on evening shift for Mondays. And it is not available for the current week. But if you configure auto pickup for Monday, next week, as soon as it is available, you will be assigned to it automatically. The Manager Approval part remains the same.

For Releases, similarly if you know that you cannot work for Tuesday morning shifts, you may set auto release for same.

Once you have setup an Auto Pickup and Auto Release in HotSchedules, you can delete them when you don’t need them. This option is available as link under Home tab just besides My Schedule.

All in all, Hotschedules online employee scheduling has almost all the features you could ever need from a Restaurant Scheduling tool. online employee scheduling tool is a very intuitive and comprehensive tool covering almost all the aspects of employee work shifts in restaurants.

HotSchedules- Complete overview of the company

HotSchedules the Company

HotSchedules was born out of daily experiences of two employees working at P.F Changs.

They were David Cantu and Ray Pawlikowski. It started with a online College project for Ray that became a huge hit with everyone from Managers and staff of restaurants..

The project addressed exactly what no one had thought before. The biggest frustration in Restaurant Industry of scheduling the staff work was the key issue that they attempted to solve with this project.

It did not take time for them to imagine that they could turn this into a solid Business plan.

And HotSchedules was born in the year 1999! Ray and David’s clear and deep understanding of the day to day issues in restaurant was a major catalyst to this idea.

Their die hard energy and enthusiasm helped them develop this app called HotSchedules.

In fact they developed a complete portfolio of apps to help the Restaurant industry deliver better value to their customers.

They did this by solving some key issues faced in this industry at the backend. In around middle of 2010, HotSchedules had reached a coverage of 5000+ restaurants. It had around 450,000 people accessing its application daily. HotSchedules had around 40 to 50 employees that time

HotSchedules Company Overview

web site: www.hotschedules. com
Founders: David Cantu and Ray Pawlikowski
Year established:1999
Employees: 55 to 200
Other key executives: Casey Clinkenbeard, Matt Woodings and Justin Buckley.
Headquarters: Austin Texas
Industry: Solutions for Restaurant Industry
Private or Public: Private
HotSchedules phone number: (512) 904-4299 or (877) 539-5156

HotSchedules app

HotSchedules app is available for all the latest platforms: You may download them at their respective stores here:

HotSchedules for Iphone

HotSchedules for Android

HotSchedules for Windows mobile

HotSchedules for IPad

HotSchedules for Blackberry

HotSchedules products:

HotSchedules : Thier main product is named HotSchedules itself. It is an online app for the Restaurants Industry.integrated with POS.

HotSchedules other products:


This is a intuitive solution for recruiting best talent for the Restaurants. Again this is a paperless solution.


Single place to manage everything for Restaurant Manager.


Provides training and skills development for employees of restaurants


Additional features that enhance HotSchedules functionality.

Mobile apps

HotSchedules as mobile app for IOS, Android, Ipad, Blackberry and Windows too.

HotSchedules Contact :

HotSchedules 6504 Bridge Point Parkway, Suite 425 Austin, TX 78730 (512) 904-4299

HotSchedules customer care time:

Mon to Fri: 7:00 AM to 7:00 PM (CST) Sat to Sun: 8:00 AM to 5:00 PM (CST)

HotSchedules merged with Redbook(more) connect

Redbook connect was the best match for HotSchedules. Both David and Ray became a part of the Top Management team at Redbook connect. HotSchedules decided to merge to grow and fulfill the wish lists of their ever increasing customers. The main company behind Redbook Connect is investor firm TPG.

About Redbook connect

web site: www.redbookconnect .com

Customer care phone: 866-753-3853

US sales phone: 877-741-9610

Contact email : customercare

Red Book Connect, LLC is a provider of cutting edge mobile based services in the field of retail, Hospitality and Restaurant industry.

The company provides a complete package of customizable product to simplify Managerial procedures like shift management, scheduling, training, hiring, shift related communications, BI, labor administration and inventory management. The products that are part of their suite after merging with HotSchedules are Macromatix, Go Hire, Schoox, HotSchedules, Digital Red book and Manager’s Red book.

It serves more than a million users in over128,000 geographies across 26 different countries.

HotSchedules pricing

The approx reported pricing some time back was $75/month to $200 / month depending on the version that you were looking for. But the latest price for today could be quite different. This can be checked by contacting them on their phone number (512) 904-4299 in Austin Texas.

HotSchedules modules

1. Schedules

  1. Request off
  2. Create from forecast
  3. Employee Shift trade
  4. Create Schedule from template
  5. Messaging
  6. Request off
  7. My plate
  8. Text/Email Alerts
  9. Phone/online access
  10. Portal for communications
  11. Labor budget reports
  12. Forecasting
  13. Daily Roster
  14. Sales Trends
  15. Certification for Employees
  16. Tracking for Staff Volume
  17. Alerts for Overtimes
  18. eLearning Manager Training
  19. Best Practices module is provided for speedy knowledge transfer
  20. Implementation specialist is assigned to the project to help the restaurant in their implementation.
  21. Integration of POS with daily sales and labor sync. This has enforcement of schedules too.
  22. Help desk for 24/7 in automated mode
  23. Forum Getsatisfaction
  24. A dedicated Success Manager is assigned specially for you.
  25. Last but not least a live bilingual support is available 7 days a week.




5.Customer Care in POS version


HotSchedules how it started..

HotSchedules was incorporated in around 1999 by Veterans of Restaurant Industry.

They had in depth knowledge about the needs of all the staff that typically work in this Field.

Academic project of one of the founders Ray Pawlikowski turned into a dream company HotSchedules.

Their aim was to highly simplify the work of the staff in restaurants.

They also aimed to bring a balance to those working in Restaurants and at the same time improve the satisfaction of the restaurant customers.

Did they Succeed? Definitely yes.

HotSchedules the initial Team and their Work..

The founders Ray Pawlikowski and David Cantu were extremely passionate about their idea of HotSchedules.

So they started working towards builiding a solid team to start with.

They brought in Casey Clinkenbeard for the software part and Matt Woodings for the infrastructure management at the Data Center.

The most important thing was to have a World Class Customer Care team.

For this, HotSchedules recruited Justin Buckley This initial team along with the founders provided all the leadership needed to establish themselves as a unique solutions provider in Restaurant Industry.


Employees stress less using Hotschedules

HotSchedules progress in the year 2005 to 2009

HotSchedules broke even somewhere in the year 2005. Every year since than their net income was always better than previous.

By 2009, Restaurants across US had started embracing this new easy to use web based online solution.

Excel spreadsheets were done away with.

There was no software to install as this was a subscription based SAAS solution. Updates and changes were easier to manage as they could be sent across through Net rather than traditional methods.

Customer Service was other area where HotSchedules was making an unmistakable impression.

The Restaurant staff were pleasantly surprised to see the kind of help that was offered at each step.

Stress in Restaurant staff communication was reduced considerably as everything could be managed and communicated remotely.

At around this time, most of their Restaurant clients were single unit type increasing at a solid rate.

It was used that time by around four thousand restaurants. The client names included big chains such as PF Changs, IHOP Corp and Outback Steakhouse.

The company was succeeding without much big promotion activity or prominent advertising.

Even Venture Capital had not shown much interest in their concept initially.

But what was building their reputation was their existing customer’s strong interest and positive feedback about the product.

Applebees selected HotSchedules

Applebees Restaurant Franchise chain selected HotSchedules for managing their day to restaurant workforce and scheduling management during the end of year 2009.

Applebees belongs to Amrest. Amrest is an important brand in Europe for Restaurants especially in Eastern and Central parts..

The main issue faced by Amrest was creating the schedule itself. It was a extremely painful process to produce a simple schedule.

It was further difficult to manage the shift changes or other ad hoc requests that were communicated from time to time.

With HotSchedules, they could drastically cut down scheduling times and request managements stress.

It was found that HotSchedules staffing and scheduling methods reduced overtimes thereby cutting staff expenses.

In addition HotSchedules, did measure up very well on the front of employee satisfaction. Just using HotSchedules made them a desirable employer to work with!

In addition, they also did away with their old paper log book. They replaced it with HotSchedules’s digital one.

The digital logbook provided one central place to store all the information for the Manager and one place for all employees to access it from.

The Digital logbook was and is available as both stand alone as well as version integrated with HotSchedules..

HotSchedules’s success with Virtualization.

HotSchedules’s growing clientele made them look for some innovative solutions for Hardware infrastructure.

They did spend on cloud computing initially. But soon found that it somehow did not meet their needs very well.

HotSchedules then turned to Software virtualization for creating more servers without using extra hardware.

They started using Microsoft’s virtualization technology called Hyper-V since 2008.

With this, the company’s server and electricity costs came down to sanity.

This helped them tremendously in accommodating their ever increasing client base.

The monthly expenses started falling in the acceptable range.

This helped HotSchedules in improving their profitability.

HotSchedules found that Virtualization though a very intuitive technology, did need better in-house expertise and capability.

HotSchedules important milestones

HotSchedules reached a milestone of 5000 restaurants

HotSchedules touched the mark of 5000 restaurants in the year 2010. As per HotSchedules, the software had around 450,000 daily users. In 2010, the company had around 45 employees and almost 3 versions of their app.

Ref (Austin Business Journal)

HotSchedules honored as healthiest employers.

On March 1st 2011, HotSchedules was honored as one of the healthiest employers of Central Texas.

This was done by Austin Business Journal and Seton..

The award recognized employers who strived and aimed to create a health workplace..

The important catalyst for the award could have been the competition called “Hotfit challenge” organized by HotSchedules..

This competition included contests for weight loss and muscle building. .

HotSchedules named to Austin American Statesman’s Top Workplaces list

for the third year in a row on 10th Dec 2013

Funding for Redbook Connect

Jan 9 2013.

Funding for Redbook Connect ( the merged HotSchedules parent company) from TPG group based in Fort Worth..

It also received funding from Instawares Holding Company.

Red book Connect created a new cutting edge tech platform and complete bunch of solutions for retail, hospitality and Restauranys .

Larry A. Abramson becomes CEO of Redbook Connect !


He came from Oracle. He was Senior Vice President and GM at their Advance Customer service center.

The growth of Redbook Connect was phenomenal and it really needed someone special to keep the momentum and even take the group further.

HotSchedules partnership with Corvirtus


Partnership with Corvirtus to develop Hiring Tools.

Corvirtus is a global award winning Talent Management leader.

They teamed up with them to develop some cool staff assessment functionality into their GoHire product.

HotSchedules integrates with Focus POS


The top POS player Focus communicated that it had integrated Redbook Connect’s HotSchedules labor management solution with their POS.

The smart intuitive features of Focus POS will be available with the productivity processes of HotSchedules.

Red book Connect introduces app for catering to ‘jobs search of restaurants’

July 30 2014

The app is called HotSchedules post.

Using this, the restaurants can build their restaurant profile, promote themelves, make updates and post job listing.

They can search for users and their profiles.

Most importantly they can share the job listings with their existing employees and followers.

The goal is to try to speed up the process to get the right candidate for the job.

Since, total manpower requirement in Restaurant Industry is quite high, this app is believed to help the Restaurant owners a lot.

As per statitics 10% of work force is employed in US is in Restaurants industry.

HotSchedules integrates with Revention


The popular brand in POS Revention was the next one after Focus. to announce integration with HotSchedules.

They confirmed that they would exclusively recommend HotSchedules as preferred work force management solution.

They mentioned that sharing each others data for integration would them help create a potent solution for the Restaurant users


HotSchedules in the year 2010

Beginning of year 2010 was marked by mobile app for Black berry.

The company did have app for Iphone.

Their app was quite a big hit on Apple platform ranking in the first 25 most downloaded apps.

Around 1,200 were being downloaded by its users every month.

But there were a growing number of HotSchedules users desiring it for other platforms too.

There was a strong demand for Black Berry app on various Social circles especially Facebook and Twitter.

Addressing this demand and various feature requests, HotSchedules decided to get it ready at the earliest.

The app was soon available for download at the price for $2.99 on Blackberry Appworld.

Initially it had features only for the employees Subsequently, Manager related features were also introduced.

In April 2010, Sticky Fingers smokehouse adopted HotSchedules.

Sticky Fingers is a BBQ restaurant with presence in around 18 locations around South Eastern US.



Notes and References


Please note that has no affiliation to HotSchedules. has only summarised and commented on information about HotSchedules for reference.

If you find any problem with the content of this page, you may contact us at feedback@

Hotschedules User guide

Hotschedules Availability and Requests Part 1

Hotshcedules Availability

Your permanent absence conditions represent your availability. This could be due to the special classes or training you are attending, other paid assignments, fitness or health issue , or any family related thing etc.

The availability feature in Hotschedules helps your Manager see/know and consider these issues online every time he makes the schedule. It does not remain a written on paper. It is also not something to be relied on the by the Manager’s good memory. Nor has he to be in constant communication with you.

The availability conditions are permanent and not special situations for which you seek an off from the restaurant.

These availability points need to be discussed with the Manager and accepted to be entered by him in the Hotschedules system.

What hotschedule prevents is paper or offline storage of these.

Availability and requests in hotschedules

Availabilty in Hotschedules
CC by 3.0 by

Hotschedules Requests

These are your needs of working at specific shifts or taking off from time to time. These are not of permanent nature. The Manager will see these needs when preparing a schedule and try his best to honor them while finalizing schedules.
Requests are mainly of two types in Hotschedules:

Hotschedules One-off Requests (Standard)

These are like single shift requests. Example Single one off request could be a off requested for visit to a dentist.

Hotscheduling Reoccurring type requests

The recurring type Request is one in which a person will be taking same off for some period say 2 to 3 weeks. Example could be special meditation classes, some special coaching etc that lasts for some period and needs you to be there on specific times clashing with that of the Restaurant. If the recurring type request is going to last for longer durations like more than six months, then they may be looked at as permanent availability. You may need to discuss with your Manager about these.


Hotschedules – Planning the requests

Both the standard and recurring type requests can be planned 6 months in advance. If multiple people submit requests for same time slots or shifts, then the Manager would generally give preference based on who submitted earlier.

In the same way it is important to remember that there is a cut-off date for each schedule. This cut-off date is like a deadline by which you may submit requests to be considered in the schedule by the Manager.

If the schedule has not been posted but the cut-off has elapsed, generally you would not be able to submit request for that period unless you speak with the Manager.
It is better to specify the reason of the request for the Manager to know your case and understand the need better.

Hotschedules Manager approval of request

It is important to remember that there is no such thing as approval or rejection of request. The Manager just considers these requests when finalizing the schedules. So you will come to know about this when the Manager posts the schedule. He may not inform/ message you separately for each of these unless there are special requests or situations.

Hotschedules – Availability and Requests part 2

Hotschedules – Special scenarios

Hotschedules Auto release

Sometimes, you really want an off and be sure that the schedule does not include your particular time slot. Now remember, that the Manager receives multiple requests and has his own priorities. So it won’t be possible to honor all your requests every time. But since you really want an off, what you could do is mark that for ‘Auto release’. When this has been done, as soon as the schedule is released it will be released immediately and be available for others to pick up.

Availability and requests

Handling Availability and Requests
By Michal Osmenda from Brussels, Belgium (Restaurant in Kos, GreeceUploaded by russavia) [CC-BY-SA-2.0], via Wikimedia Commons

As regards, clashing requests for same shifts, the manager would generally do it on First come first out basis, honoring the earlier placed requests on priority compared to the later ones. But it depends on the Manager, so it is worthwhile to talk to the Manager or set ‘auto release’ dates for emergencies.

Hotschedules – Getting an off after the schedule is already released

Once the schedule is released, the request for that period terminates. If you need an off on already released schedule shift, you will need to click on “Release Shift” button besides the shift.

Hotschedules – Exchanging shifts with your colleagues

Sometimes you may want to work on different shifts than what you are allotted in the schedule. In Hotshcedules this is called as Swapping of shift. Shift swap is exchanging a shift with someone else. If the Manager accepts this you both could be able to work on each other’s time slots.

In Hotschedules, it is possible to release your own shifts. It is also possible to pick up shifts that are available after someone has released. This is possible only if you are not already scheduled for that shift by the Manager.

Desperately seeking off

If you want an off for a day and want someone else to take your shift, you need to do the following:

First release the shift.

Check who all from your coworkers are available to work on those shifts.

Message them. You could even call them using the phone number available in the staff tab.

Hotschedules- Does the Manager call or message after approving the shift swaps, releases or pickups?

Once the Manager okays such shift changes, each co staff member who is concerned with the shift change would instantly see this on the schedule via the IVR or the web. You will also get a confirmation message from the Hotschedules messaging module if you have configured on the external mail account.

Hotschedules Messaging

Messaging is one of the most important module of Hotschedules. It helps you to communicate effectively with all those in your restaurant related to your work matters in an extremely streamlined way.
The functionality of Messaging in Hotschedules is similar to an email client you may you have used like Outlook , Gmail etc.
It has the typical sections like Inbox, “TO”, ‘subject’ and ‘Message’. You can select the Message receiver in the ‘To’ field from the sections ‘To Schedule’ and ‘To Staff’. The ‘To Schedule’ part has sections of the restaurant like ‘Bakery’, ‘Cleaner’, ‘Bar’ and ‘Banquet’.


Messaging in Hotschedules

Messaging in Hotschedules
TVSRR [GFDL or CC-BY-SA-3.0], via Wikimedia Commons

These are groups of your colleagues from restaurant whom you can select at one go to send the message to.

Once you select any of these like say ‘Bakery’, you will see the names of all those in ‘Bakery’ appearing in the ‘To’ section.
You could also type in the names of your fellow employees directly in the ‘To’ section of Hotschedules.
Just below the ‘To Schedule’ is ‘To Staff’ section which shows all the employees and managers of the restaurants to whom you are allowed to send the messages.
It has the option to send messages to only those in the restaurant. You can send messages in a single go to a group of your co-staff members.

Hotschedules -Sending high priority messages

When you have filled up all the information required for the message like the ‘To’ i.e the receiver, ‘ Subject and message, you can click on the small check box for priority. This will show these high priority messages to the receiver with red exclamation marks indicating priority.
One thing to remember is that you also have to click on the checkbox for accepting the ‘Terms and conditions’ of the messaging guidelines for your restaurant before sending it.
The messaging module of ‘Hotschedules’ comes with ‘sent’ and ‘Trash’ tab options just like a normal email client. It also has the options for showing messages based on tags.

What are the bold messages in Hotschedules ?

These are the messages you are yet to read. Once you have read these, they will be shown in normal font.

Is it possible to receive and send messages from external mail accounts like Gmail, Yahoo etc into the Hotschedules system ?

It is possible to forward your Hotschedules messages to external email accounts. But unfortunately, it is not possible to send responses from the external accounts to your co-staff members into the  Hotschedules system.
You can configure the message types you like to receive in case you do not wish to receive all the messages from the system.

Why are some messages appearing cut or incomplete in Hotschedules when seeing on mobile?

This happens because most cellphone carriers have a limit of 256 characters only for such messaging.

Is it possible to send mails to friends and relatives from this messaging ?

This is not possible with Hotschedules messaging. It is meant to be used for internal company/restaurant use only.
It is possible that you may get messages from staff from unconcerned workgroups. This could be happening because it is possible to send message to the whole of restaurant staff in ‘Hotschedules’. So it is possible that one of your co-staff member from other work group has sent message to all of you. If that matters to you, you could speak to your Manager.

Hotschedules – Pickups, Swaps and Releases

Once you release a shift in Hotschedules and someone else picks it up, you are not responsible for it after the Manager approves it. But till the Manager approves it, you need to still be available and responsible for same.


Hotschedules for restaurants
via Wikimedia Commons By Acoriliteroce (Own work) CC-BY-SA-3.0

Once the Manager approves the shift change, you will receive a message from Hotschedules and from then on it becomes the responsibility of the other person who picked up the shift. If you are not clear about it, go to the home page and check the schedule or call the IVR.

Hotschedules – Cancelling a shift Change

If your situation changes after someone has picked up your shift and you want to cancel the change, you can do it only until the Manager has approved it. Once okayed by the Manager, this change cannot be cancelled. If you need to do that still, you will need to get in touch with coworker who has picked up your shift and the Manager for this kind of revert back.


Hotschedules House Shifts

House shift is a shift that has priority for assignment. The Manager would generally give more importance to this shift when swapping or ‘shift pick ups’ approvals.

Hotschedules – Seeing all schedules

It is possible to see only the schedules that are from the workgroup you belong. If you wish to work in a shift which is convenient to you but is not accessible it could be because of this. If you are able to handle the work in another workgroup say “Dish washer” or “Grill”, you need to speak to the Workgroup Manager to allow you to be added to that workgroup schedule.

Hotschedules – How to work in certain slots that you normally don’t work in..?

If you feel that you have some extra time apart from your routine schedules and you wish to earn extra, you can schedule yourself for this.
You have to submit a request before the schedule is released and the cut-off time is reached. If schedule is already posted for that shift then watch for releases or call the concerned co staff members to request for change. You could also setup an ‘auto pickup’ for that slot for this.