This guide is for Admin, HR users, & employees.

This article will show you how you and your team can offer, swap and accept shifts.

Included in this guide:

Employees have the option to offer their scheduled shift out to others. To do this, the shift will first have to be scheduled in your rota.

NOTE: This gives responsibility to find cover for shifts sits with the employee, taking pressure off line managers/ HR users.

These shifts will be visible to all other employees assigned to the same location, department or role as the employee & shift being offered.

For an employee to offer their shift out to their team, they must first ‘drop’ their shift. This is done by heading to:
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Employee Dashboard > 'My Rota' tab > click the 'three dots' icon within the shift you'd like to drop > Drop Shift

The employee can then add a reason as to why they’d like to give their shift up, and when they hit ‘done’ this automatically generates a notification to any other employee who has the same location/department/role as them. The notification is only sent to employees who are not already working.

The shift remains the responsibility of the original employee - they'll be sent a message to let them know of this when they first offer out their shift.

The line manager or HR user can delete this shift offer if they need to. This will then be placed back onto the employee's rota under the Employee dashboard > 'My Rota' tab.

If another employee wants to pick up a shift, this can be done via their Employee Dashboard or via the People Portal mobile app.

Shift swaps work similarly to shift offers, but there are a few extra steps involved. To do this, the employee heads to:
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Then, add a note to the shift with the reason they are seeking a shift swap. This will then notify any employees who aren’t yet scheduled to work, giving them the option to take up the shift from the 'shift trades' area of their employee dashboard.

Then, the employee who is wanting to take on the shift can click Swap, and can then choose from a list of available upcoming shifts. Once they've chosen the shift and hit Swap, the original employee will be notified and asked to accept and confirm the shift swap.

Notifications are sent to all parties involved throughout this process to ensure employees are kept up to date with the shift swap.

NOTE: if the employee has a Default Approver set within the profile on the People tab within RTA, all line managers in that location will get these notifications.

Selecting the employee's line manager as the approver will mean only they - and the HR user who receives the notifications - will be able to action this.

Here's an example of the 'Default approver' list:

Any questions? Contact support by using the messaging feature at the bottom right of your screen 💬