Replace an employee in the Humanforce mobile app (Work & Legacy)

Follow this guide to replace an employee on a shift or create an extra shift in the Humanforce Work or Humanforce (Legacy) mobile app.
The Replace function helps you manage no-shows, last-minute changes, or increased staffing needs.

Part 1: Open the Replace function

1. Open the Humanforce mobile app.
   • In the Work app, go to Manager > Attendance.
   • In the Legacy app, go to Menu > Switch to Manager Mode > Attendance.
2. Select the relevant shift or employee.
3. Tap Replace.
4. Choose one of the following options:
   • Create timesheet and replace – Pay the original employee and offer the shift to others.
   • Create timesheet only – Pay the original employee without reallocating the shift.
   • Send shift offer – Offer the shift to others without creating a timesheet.
   • Duplicate shift – Create an additional shift to offer to others.

Part 2: Create timesheet and replace

Work app

1. Tap Create timesheet and replace.
2. Edit timesheet details (e.g. shift type, times, comments).
3. Scroll down and tap Create & find people.
4. Select one or more employees to send the offer to. Use All in the top-right to select everyone.
5. Tap Send.

Legacy app

1. Tap Yes, create a timesheet first.
2. Edit timesheet details (e.g. shift type, times, comments).
3. Scroll down and tap Create.
4. Tap Yes, proceed with offer.
5. Tap Send existing shift.
6. Select one or more employees. Use Select all in the top-right to select everyone.
7. Scroll down and tap Send offer.
8. Tap OK to confirm.

The original employee’s timesheet is created, and the shift offer is sent.

Part 3: Create timesheet only

Work app

1. Tap Create timesheet only.
2. Edit details if needed.
3. Scroll down and tap Save timesheet.

Legacy app

1. Tap Yes, create a timesheet first.
2. Edit details if needed.
3. Scroll down and tap Create.
4. Tap No, I’m done.

A timesheet is created for the original employee, and no shift offer is sent.

Part 4: Send shift offer

If you don’t create a timesheet, the original employee will not be paid.

Work app

1. Tap Send shift offer.
2. Select one or more employees. Use All in the top-right to select everyone.
3. Tap Send.

Legacy app

1. Tap No, proceed with offer.
2. Tap Send existing shift.
3. Select one or more employees. Use Select all in the top-right to select everyone.
4. Scroll down and tap Send offer.
5. Tap OK to confirm.

The shift offer is sent to the selected employees.

Part 5: Duplicate shift

Work app

1. Tap Duplicate shift.
2. Edit shift details if needed.
3. Scroll down and tap Find people.
4. Select one or more employees. Use All in the top-right to select everyone.
5. Tap Send.

Legacy app

1. Tap Duplicate and send shift.
2. (Optional) If creating a timesheet first, tap Yes, create a timesheet first, edit details, and tap Create.
3. Tap Yes, proceed with offer.
4. Select one or more employees.
5. Tap Send offer.

A new shift is created and offered to the selected employees.

Additional information

• The Replace option is only available for future shifts or shifts with a start time passed but not yet finished.
• The options you see depend on your permissions.
• Allocation of offers may be automatic or manual, depending on your organisation’s WFM settings.
  • The assignment behaviour (auto vs. manual) is configured in System Settings.
    • See: Configure roster send templates and Configure roster offer sync task.
• For related tasks, see: Review attendance in the mobile app.