Hourly Team Member Time Off Requests SOP

Procedure #: HB SOP 21

Function: Team Member Policies

Policy: Hillman Beer believes in a healthy work-life balance for all team members.  Managers work to give team members a minimum of 1+ week lead time on their future schedule and give up to 2 weeks lead time when the schedule is produced, on a weekly basis.  For this reason, there are perimeters on how and when team members are able to request time off.   To ensure clarity and fairness, all team members are encouraged to familiarize themselves with the scheduling procedures for hourly staff. This helps maintain transparency and allows for effective planning, accommodating both the needs of the team and the management’s requirements. Any requests for changes to the schedule should be submitted in advance to facilitate proper adjustments.

Procedure:

1. Part Time Team members must go into 7Shifts to do so:
   • In 7Shifts, the team member goes to the 3 horizontal bars in the top right corner
   • Click “Time Off” in the drop down menu
   • Go to the top right corner of the screen to the blue-green rectangle that says “Time Off”
   • Fill out the Time Off request form and hit “Submit” on the bottom of the request
   • Note: Management blocks off days surrounding holidays and special events to prevent hourly team members from requesting off.  Additionally, there is a limit set on how many team members can request off on any given day.  In these instances, team members will not be able to submit a time off request. 
   • The team member must submit their time off request more than 14 days in advance, and preferably 21 days or more.  The reason for this is the scheduling cadence that the management is required to maintain (2 weeks in advance).
2. Full-time Hourly Team Members must start by following the instructions for Part time team members above, and then follow the steps outlined in the “PTO Request SOP”
   • The team member must submit their time off request more than 14 days in advance, and preferably 21 days or more.  The reason for this is the scheduling cadence that the management is required to maintain (2 weeks in advance).  
3. The manager must respond to the team member’s time off request with an approval or denial in a timely manner (1 week) so the team member can make appropriate plans.  For part time team members the manager can approve or deny the request through 7 Shifts under the “more tab” and Time Off.  For full time team members the manager must go into the same section and add that team members time off request ONLY if approved.
   • Note:  Managers must do their best to accommodate time off requests but must not approve any request that puts the business in jeopardy of being understaffed.