Please note, to enable shift swap in a location, you must be either a Location Manager or System Administrator.
Shift Swap allows an employee to request one or more of their suitably qualified colleagues work one of their shifts and, in exchange, work one of their colleague's future scheduled shifts. Depending on your preference you can require that a manager approve the swap, or you can allow swaps to go through automatically, which makes this a great way to reduce your administrative burden.
In this article you will learn
- What is Shift Offer
- How to enable Shift Swap
- Approve or decline a Swap
- How employees can swap/ offer a shift on the web and mobile app
- How employees can claim Shift Offers
- How to accept Shift Swaps
Shift Offer enables an employee who can't work their scheduled shift to offer it to other available and qualified employees. If the shift is claimed, the employee will be free to not report to work. If not, the employee remains responsible to work their shift. Please note, Shift Offers do not require a manager's approval
Given that Shift Swap and Offer rely on employees being able to see each others' shifts, it can only be enabled if employees are permitted to view others’ schedules.
Enabling and using Shift Swap/ Offer is available on our web app, as well as our mobile applications (iOS and Android).
How to Enable Shift Swap
First, log in and go to your Locations page. From there, click the 'Edit Settings' button next to the location.
On the resulting page, click 'Scheduling' on the left to access your Scheduling settings.
Scroll down the list of options and toggle the top as seen option below. There are separate toggles for the Swap and Offer functions. Simply toggle on the options you'd like to use. If you'd like to require approval of shift swaps, please turn on the relevant option. Note: "Allow employees to view each others' schedules" must be set to "Allow All" as shown.
That's it! Your employees can now swap and offer shifts. If you have required approval for swaps, you can do this from the schedule. When scheduling, you'll see swaps awaiting approval coloured light green.
Approve or Decline a Swap
To approve or decline the swap, click one of the light green shifts. This will display the shift swap, as well as any savings or additional costs caused by the swap. Click the relevant option to finalise the swap.
How Employees Can Swap or Offer A Shift
Using the Web
If the permission has been enabled, shifts can be swapped, offered, and/or claimed from the 'Me' tab. To swap or offer a shift, first click the shift.
This will display the shift details. You'll see 'Can't Work' in the lower right corner. Click it to display the option to 'Swap Shift' or 'Offer Shift' the selected shift. Select the relevant option.
In this example the shift will be swapped. If this is selected, the employee will see a list of other employees that the selected shift can be traded. To select the shifts, click the shift and then click 'Send Swap Requests for ___ Shifts'.
Pro Tip: It isn't possible for an employee to trade one of their shifts for multiple of another employee's.
The employee being offered the swap shift will receive a notification via the mobile app if it us being used, or by email.
If the selected shift is being offered, the employee will instead see a list of available employees. The employee then selects the employees to offer the shift to, then click "Invite____ to work this shift".
Pro Tip for Employees: until the shift is claimed by another employee (and possibly approved by a manager) the shift is still the employees responsibility.
Using iOS App
If the permission has been enabled, shifts can be swapped and offered from the 'Upcoming Shifts' section of the 'Me' tab within the mobile app.
From the 'Upcoming Shifts' section, select the shift you'd like to Swap or Offer. This will display the specific Shift Details, as shown below. To offer or swap the shift, tap 'Can't Work'.
This will present the option to 'Swap Shift' or 'Offer Swap'.. You may see one, both, or none of the options, depending on which settings your managers have enabled. Tap the relevant option.
If you are offering the shift, please select which colleagues you'd like to offer the shift. If you are swapping the shift, please select which shifts you would like to swap yours for. The other employee will be able to decide which shift to trade.
Pro Tip: Remember, if you are 'Offering' a shift, this gives the shift away with no shift in return for the sender.
Conversely, below is the results of tapping 'Swap Shift' which allows the user to see eligible shifts that they can swap. Click 'Send' to send the Offer/Swap request.
How Employees Claim Shift Offers
Using the Web
Employees can claim shifts from the 'Me' tab and see available offers for their current week as seen below. Click 'Available Shifts' to see a list of offers. Shifts Offered will appear as Open shifts, which can be claimed by clicking them.
To accept a swap request, click the shift to display the details. If the employee has offered the shift for more than one of your shifts, you can select which one you'd like to trade by clicking it. After doing so, click 'Accept Swap'.
If the workplace is set for swaps to be approved automatically, the original shift will be traded for the accepted shift. Otherwise, a manager must approve the swap.
Employees will be sent a notification whether the manager approves or declines the swap. Until a notification is received, the employees should assume they're working their currently scheduled shift.
Using iOS App
To claim an offered shift or a Shift Swap, navigate to the 'Me' tab and select 'Available Shifts'.
To claim an Open/Offered shift, tap the shift to access the shift details and select 'Claim Shift'. To accept a Swap Offer, tap the available shift under the swap section and then tap which of your shifts (if any) you would like to swap with this particular shift.
After selecting the shift you'd like to swap (it will appear with a tick) tap 'Accept Swap' and then click 'Confirm' to finalise the Swap. Depending on your manager's settings, they may need to approve the swap. If this is the case you will be notified.
How Do I Accept Shift Swaps?
If the following option is toggled in Location settings, you will need to approve shift swaps:
If you are an administrator, you will receive the following notification when employees want to swap shifts:
When you click this notification, you will be brought to the Schedule page. The shift that will be swapped will be highlighted in green, different to the 'Published Schedule' green, as seen below:
The Shift Swap request can be reviewed via the Schedule page.