This article is written for team members who may wish to swap or offer up shifts they can't work.

Note that you can only use this feature if your manager has enabled it for your location.

We will cover:


What is Shift Offer?

Shift Offer enables a team member who can't work their scheduled shift to offer it to other available and qualified team members. If the shift is claimed, the team member will be free to not report to work. If not, the team member remains responsible to work their shift.

Note: Shift Offers do not require a manager's approval but managers will be notified when a shift offer has been accepted.

Location Managers and System Administrators can enable or disable the Shift Offer functionality for their team members by Location.


What is Shift Swap?

Shift Swap allows a team member 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.

Note: depending on what your manager has set up for your location a manager may need to approve a shift swap before it is accepted on the schedule.


How To Swap/Offer a Shift on the Deputy web application

From the Me dashboard, you can see your upcoming shifts. Click on the shift you can't work anymore.

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, you will see a list of other team members and their shift details that your selected shift can be swapped for.

Select the shifts you are happy to swap for and click Send Swap Requests for _ Shifts.

Pro Tip: It isn't possible for a team member to trade one of their shifts for multiple of another team member's.

The team members receiving the swap shift request will receive a push notification via the Deputy mobile app if it is being used, or by email.

If the selected shift is being offered rather than swapped, you will instead see a list of team members to are eligible and potentially available to work your shift.

Select the team member(s) you wish to offer the shift to, then click Invite _ to work this shift.

Note: until the shift is claimed by another team member (and possibly approved by a manager) the shift is still your responsibility to work.


How to Swap/Offer a Shift on the Deputy mobile app

To swap or offer a shift from the Me tab in your Deputy mobile app tap on upcoming shifts and tap on the shift you can not work.

This screen will show the details of the shift and a button Can't Work. When you click on Can't Work, you will have the option to Swap Shift or Offer Shift. If you do not have these options it's possible your manager has not enabled it for your location.

If you are swapping the shift, please select which shifts you would like to ask to swap yours for. Tap Send to send a request to your co-worker.

They will receive a push notification if they are also using the Deputy app and an email notifying them of your request.

If you are offering the shift, please select which colleagues you'd like to offer the shift to.

They will receive a push notification if they are also using the Deputy app and an email notifying them of your request.

Note: until the shift is claimed by another team member (and possibly approved by a manager) the shift is still your responsibility to work.

You will be informed by push notification on your Deputy mobile app when the shift swap or offer has been accepted by your co-worker.

If your manager requires approval of shift swaps you will also receive another notification when the swap is manager approved.


How to Claim Shift Offers/Swaps on the Deputy web application

You can claim shifts on offer from the Me tab where you can see all available offers for the current week. Click Available Shifts to see a list of offers. If you toggle on the Show available shift option you can see the Open shift appear as a red dotted lined box in the week's schedule too.

If your coworker has offered the shift then you can click on it to claim it.

You can accept or decline shift swap requests from the Me tab where you can see all available shifts for the current week. Click Available Shifts to see a list of offers. If you toggle on the Show available shift option you can see the Swap Offer shift appear as a red dotted lined box in the week's schedule too.

To accept a swap request, click the shift to display the details. If the team member has offered the shift for more than one of your shifts, you can select which one you'd like to swap by clicking it.

After doing so, click Accept Swap.

If your workplace is set for shift swaps to be approved automatically, the original shift will be traded immediately for the accepted shift. Otherwise, a manager must approve the swap.

Team members will be sent a notification whether the manager approves or declines the swap. Until the approval notification is received, the team member originally scheduled to work should assume they're working the shift.


How to Claim Shift Offers/Swaps on the Deputy mobile application

You will be notified by push notification on your mobile device that a co-worker has offered you a shift to swap.

Click on the notification or click on Available Shifts on the Me tab.

Tap the shift to access the shift details they would like to swap. If they have offered to swap with multiple of your sifts you can choose which one you'd like to swap. Then click Swap shifts.

Depending on your manager's settings, the manager may need to approve the swap.

If this is the case you will be notified. Both you and your coworker will be notified when the shift swap has been approved.

If the shift has been offered to you as an open shift and is not a swap then the shift will become yours as soon as you claim it and will not need manager approval.


Managers may be interested in further reading Allow Team Members to Swap or Offer Shifts.

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