Team members can swap shifts with each other. There are three different ways:
Trade a shift: Team members swap shifts with each other. So team member A works team member B's shift, and vice versa.
Find a substitute: One team member takes over the shift from the other team member.
Open shift: As a manager, you can send a pick-up request for an open shift that team members can sign up for.
In the Planning settings, you can determine whether your teams' trade requests can be approved automatically, or not.
Who can take over a shift?
A team member can take over a shift if:
That team member is part of the same team as the team of the shift or if the function of the shifts corresponds with the function that the team member has.
That team member is not scheduled to work yet during those hours.
Where do I find the trade requests?
There are several locations within Eitje where you can see the trade requests. A quick overview can be found under 'Tasks', in the top right corner of Eitje:
Planning per team
On the page 'Planning per team' you can recognise a trade request by the specific icon next the team member's name. If the icon also shows a a red exclamation mark, it means that the request is ready to be processed:
Planning per team member
In the other planning view, 'per team member', you a shift with a swap request will show 'Open trade request':
Planning as table
In the table view, you need the column 'Trade request' (if needed, go to 'Columns' in the top right corner). In this column you can see if a shift swap is applicable:
Filter
For each view, you can also filter the trade requests. Use the filter called 'Status' to select 'Trade requests' on top of the page. This will then display only shifts that have been swapped or for which a swap request has been requested.
💡 Tip: When you open a shift, you can see when the trade request has been approved in the changelog.
Manage trade requests (web version)
Tasks
In the top right corner, under 'Tasks' you can find an overview of both trade requests and requests to work open shifts together. From here you can manage them directly.
Go to 'Tasks'.
Click 'Show all tasks'.
On the left, choose 'Traded & open shifts'.
A trade request can be approved or declined here.
Requests to work open shifts can be found in the same list.
Planning
You can manage the trade requests also directly in your planning. By clicking on the trade icon, you will open the information of the trade request. If a team member has accepted the request, you can select the team member and approve the trade.
Manage trade requests in the app
You can also manage the requests via the app. You can only do this if you have the Manager or Admin role at that venue.
Go to Menu > Requests > Approve trades.
Click on the request.
Click 'Accept request' to approve the trade.
⚠️ Note: In case of taking over a shift, you must first select a team member to see the 'Accept request' button.
