How to manage coverage and open shifts as an admin

Overview

Use this guide to run the coverage side of the shift marketplace: see which sessions still need a coach, check for shift claims awaiting your approval, and open a coverage request when a coach needs time off — the admin half of a two-sided system that replaces phone-tag with a real queue.

Before you start

• You have at least one coach on your roster.

Why this matters

Sessions can be marked "needs coach" instead of assigned to someone specific — an open shift that any qualified coach can claim from their own Available Shifts tab. On your side, Shifts is where those claims land for approval once a coach picks one up, and Coverage is where you manage the other direction: when a coach requests time off (or you need to flag one as unavailable yourself), Coverage shows every session that request affects and lets you assign — or bulk-assign — a substitute coach to each one.

Both screens are real queues, not calendars you scan by eye. Shifts shows exactly the claims waiting on your decision; Coverage shows exactly which sessions in an unavailability window are covered and which still need someone. A coach's time-off request is what typically starts a coverage request, but you can also open one yourself — useful when a coach calls in sick and can't submit the request themselves.

Tips

• The Sessions table's "Coach" column header is sortable — click it twice (once for ascending, once for descending) to bring every session still missing a coach to the top of the list, regardless of how many sessions you have scheduled.
• Coverage's "Bulk Assign All Uncovered Sessions" button (visible once a request has uncovered sessions) assigns one substitute to every open session in that coach's unavailability window in a single action, instead of one-by-one.
• The coach picker in a coverage assignment shows each candidate's conflict status (Available vs. Has Conflict) right in the list, so you're not guessing who's actually free.
• A claimed shift only shows up in "Pending Shift Claims" after a coach claims it from their side — if Shifts is empty, it means nobody has claimed an open shift yet, not that the feature is broken.

Steps

1. 1

   Sign in as an admin

   Go to login

   Use your admin account credentials to access the dashboard.

   
2. 2

   See which sessions still need a coach

   Open Sessions, switch to the Upcoming tab, and click the Coach column header twice to sort unassigned sessions to the top.

   
3. 3

   Check pending shift claims

   Click Shifts in the sidebar to see any coach claims on open shifts awaiting your approval.

   
4. 4

   Open Coverage

   Click Coverage in the sidebar to see active coach unavailability requests and their coverage status.

   
5. 5

   Start a coverage request

   Click "Create Unavailability" and pick the coach who needs time off from the coach picker.

   
6. 6

   Set the coach, dates, and reason

   With the coach selected, pick the start and end dates for the unavailability window and choose a reason.

   
7. 7

   Review and hover Create Unavailability

   Review the details, then click "Create Unavailability" to open the request — you'll be able to assign substitute coaches to each affected session next.

   

What you'll accomplish

• You know how to find every upcoming session that still needs a coach assigned.
• You can check Shifts for coach claims awaiting your approval.
• You can start a coverage request for a coach's time off, picking a substitute and a reason.

Related Guides

• How to claim available shifts from the marketplace - The coach side of the same open-shift marketplace
• How to request time off as a coach - What starts most coverage requests
• Scheduling - How availability, recurring series, and open-shift coverage fit together