Configurations for Teams Shifts usage (optional)

Objective

After the technical setup of Teams Shifts is done, another configuration needs to be done in Hubdrive by the HR Manager. This configuration is called the Mapping of Absence Types. The mapping will create a relationship between the corresponding elements in two different systems or data sources, in this case, it will create one between Teams and Hubdrive. The mapping will ensure that the information is accurately matched, so whenever an employee creates a record in Teams, the same entry will be in Hubdrive.

This page will explain how the HR Manager can perform that configuration.

Process

HR Manager

Configure the Time Off Reason

Employee

Use Teams Shift to schedule their absence

HR Manager

Control employee´s absences in Hubdrive

Prerequisites

Hubdrive - RU 33 or later
Hubdrive Teams Shifts Integration Solution is downloaded and installed
Technical setup of Teams Shifts is done (Download setup documentation - PDF)
HR Manager has a valid license assigned
To retrieve the Time off Reasons, the flow named 'Teams Shifts - Retrieve all Time off Reasons' needs to run one time. To do that, go to make.powerapps.com, open it, click on Edit, then Continue. The connection references are created. Within the flow configuration, click on Save.

Start in HR HUB
Navigate to Settings in the lower left corner
Click on Absence Type Settings
Select the desired absence type
Go to Flows on the top ribbon
Start the Flow Retrieval of Teams Shifts Time off Reasons
Go to the Time Off Reasons Tab
Click on Add Existing Teams Shift
Add a Teams Shift Time Off Reason
Save and Close

Hint

If the Organization has multiple teams, then in Microsoft Shifts each team has its own time off reasons, so in each Absence Type Settings, the HR Manager user has to add similar/equivalent time off reasons from all teams.

For Example:

2 Time off Reason Records.
Vacations - Team A
Vacations - Team B

Once the configuration is done, the Manager can create a private team and add participants to the calendar.
Now if needed, participants can rearrange their schedules, create time off, request sick day and so on.

Possible Customizations (screenshot):

The flow to retrieve all Shifts can be customized to trigger multiple times a day
The flow to retrieve all Shifts can be customized to trigger on creation of a Teams shifts shift in a Team. (Therefore he needs to be copied for each team for which he should trigger directly)

Covered Use Cases:
1. When a working Shift gets created in Teams Shifts, it gets synchronized with the next flow trigger to Hubdrive. It gets connected to a Daily Summary. The calculation for this Daily Summary starts and calculates the allocated hours/minutes of all connected Teams Shift Shifts.
2. When a working Shift gets updated in Teams Shifts, it gets synchronized with the next flow trigger to Hubdrive. The calculation for the connected Daily Summary starts and calculates the allocated hours/minutes of all connected Teams Shift Shifts.
3. Unpaid Breaks within a Teams Shifts Shift will not be deducted from the allocated Hours, when they are transferred to Hubdrive.

Recommendations

Examples of cases covered

When a Leave Request for an ad-hoc Absence Type (e.g. sickness) is created, a Time off is created in all Teams this user belongs to and for which a Time off reason has been mapped in the Absence Type Setting
When a Leave Request for a planned Absence Type (e.g. vacation) is set to approved, a Time off is created in all Teams this user belongs to and for which a Time off reason has been mapped in the Absence Type Setting
When a Leave Request is canceled or deleted in Hubdrive, it is also deleted from Teams Shifts
When a Leave Request is modified in Hubdrive, it gets modified in Teams Shifts
When a Leave Request is split in Hubdrive, it gets reworked accordingly in Teams Shifts
When a Half Day Leave Request is created in Hubdrive, it will always create a Time off for the whole day in Microsoft Teams, and send an E-Mail to the Manager of the employee.