This article is written for team members who may wish to swap or offer up shifts they have already been scheduled for but now realise they can't work.

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

We will cover:

• What is Shift Offer?
• What is Shift Swap?
• How to Swap/Offer a Shift on the Deputy web app
• How to Swap/Offer a Shift on the Deputy mobile app
• How to claim Shift Offers/Swaps on the Deputy web application
• How to claim Shift Offers/Swaps on the Deputy mobile application
• Viewing pending shift swaps on the Schedule on the Deputy mobile application

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.

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.

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.

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

The team members receiving the swap shift request will receive:

• a push notification via the Deputy mobile app if it is being used,
• an email
• a bell notification on the Deputy website

with the optional text message (if one was entered in the box) and the details of the shift swap.

The optional text message is not displayed with the shift details nor visible to managers and will only appear when the team member is being notified about the shift swap.

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

Offer shift

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

Enter an optional text message to let people know why you want to offer the shift then select the team member(s) you wish to offer the shift to, then click Invite _ to work this shift.

The team members receiving the swap shift request will receive:

• a push notification via the Deputy mobile app if it is being used,
• an email
• a bell notification on the Deputy website

with the optional text message (if one was entered in the box) and the details of the shift offer.

The optional text message is not displayed with the shift details nor visible to managers and will only appear when the team member is being notified about the shift swap.

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

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.

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.

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

To claim a shift:

Click on the notification to be taken directly to the shift offer or click on Available Shifts on the Home tab.

Managers may be interested in further reading Allow team members to Swap or Offer Shifts.