Permitting staff to Swap and Offer their shifts can save you time and effort managing last minute requests. It also provides a consistent platform to do this with notifications and messaging attached so you don't miss or forget items.
What are Swaps and Offers
A shift swap is one user not wanting or being able to do their shift, and trying to find another user who can swap one of their shifts with them. Both users end up with one shift, different to what was originally rostered for them.
An Offer is a user not wanting or being able to work their shift and simply finding someone else to work it for them.
Use the settings to define if and when your staff are allowed to Swap or Offer their shifts. These settings are global, so apply to all locations. Go to Settings > Rostered shifts
Shift swaps Tick this box to enable the Swaps function in your account.
Shift offers Tick this box to enable the Offers function in your account
Don't let users swap within x hours of start time Enter the number of hours a user must submit their Swap/ Offer prior to. If this setting is 24hrs, and a user tries to start a swap or submit an offer 23 hours before the start of the shift, they won't be able to.
Shift swap responses must be approved Tick this box if shift swaps must be approved. If this is left unticked all shift swaps will be automatically approved by the system.
Shift offer responses must be approved Tick this box if shift offer respsonses must be approved. If this is left unticked all shift offer responses will be automatically approved by the system.
How do Swaps work
A Swap is initiated by a rostered User.
The User logs in and navigates to the My Rosters tab in the Employee Dashboard
From the Dashboard the User can select a shift they want to swap. Click on the three dots and select Swap.
The next screen is a pop up with the option to leave a note or the reason the User is seeking the Swap.
This message is visible to employees who want to pick up the shift and to the manager who will approve or decline the Swap.
Enter the note or close the pop up to proceed.
Now the shift has a Swapped badge which shows the current status of the swap. In the screenshot below Andres has initiated the swap, but no one wants the shift yet.
The next step is another user wanting to pick up the Swapped shift and selecting which of their shifts they are willing to exchange.
There is no limit to the number of users who can want to pick up the shift and offer one of their own.
The user replying to the swap can view their shift now in the shifts you've applied for tab.
Now the User who initiated the Swap chooses which shift they want to pick up in exchange for the one they wanted to Swap.
If you have approvals turned off for Swaps - when the initiating user selects the shift they want in exchange for the one they didn't want, the swap will be automatically approved by the system
If you have approvals turned on for Swaps - when the initiating user selects the shift they want in exchange for the one they didn't want, the swap passes to the manager for approval. Notifications will be in the manager Dashboard and email depending on your notification settings.