A shift swap allows two employees to exchange their scheduled work shifts. This feature provides flexibility for employees who need to adjust their schedules while helping your business maintain proper coverage.
Shift swaps are managed through a system that lets employees submit swap requests from their mobile app. These requests could require approval from a manager, or through an automated process when no important rules and demands are violated.
Settings Explanation
Shift Swap Settings
This setting is optional depending on your business needs.
If auto-swap is not enabled, all swap requests will go through managers for approval.
If auto-swap is enabled, the system will then check through your rules and demands and see if the swap request negatively impact your roster.
If all good, the swap requests will be automatically swapped; otherwise it'll be go to managers for approval.
How to enable auto-swap?
Go to the settings of your location
Enabled in Location Configuration > General Settings > Shift Swap.
1: “Enable auto-swap if no ‘must’ rules are broken and demands don’t get worse.”
When enabled, swaps are automatically approved if:
No “must” rules are violated.
Staffing demands are not negatively affected.
Both shifts are within the current roster period.
Task-Only Setting
Enabled in the same section.
2: “Enable task-only swap.”
Allows employees to swap tasks within the same shift instead of swapping the entire shift.
What's showing on My Roster page
You will be able to see swap information as soon as 2 staff initiated the swaps.
On my roster page, there will be an visual indicator showing which shifts are in the progress of swapping, need manager's approval, or approved shift swaps.
Hovering shows:
Swap details
Status (Pending, Approved, Declined)
Employees involved
Whether admin action is required
Supported scenarios for shift swaps
We only allow several situations for shift swaps from the staff side:
Different day, same shift; or different day, different shift (task swap is supported)
Same day, different shift (task swap is supported)
Same day, same shift → only task swap allowed
Shift swaps are not allowed:
How to process shift swaps?
If you’ve enabled the auto-swap option, all requests on the approval page will require your attention.
Viewing Requests
Go to Requests > Shift Swaps.
You could filter by status, dates, or keywords (e.g., employee name, shift name).
Displayed fields include:
Requester name, location, and date
Recipient name, location, and date
Last update + current status
Task-only swap indicator
Process Requests
Process of a Shift Swap Request (After Employee Acceptance)
If auto swap isn't enabled
Navigate to Request → ShiftSwaps.
In this window, the admin can see all pending and completed shift swap requests, along with their current status and details.
Open the details for one or more item
To review a request, the admin selects the desired item from the list.
Click on the View Details icon to open the full request information.
Decision Options
Inside the details window, the admin can:
Approve the swap → the shift swap becomes active and applied to the roster.
Deny the swap → the request is rejected and shifts remain unchanged.
Check Violations
Select the swap → View Details → Check Violations.
The system validates against:
Must rules (e.g., minimum rest hours, max weekly hours).
Staffing demands (critical demands only).
Approval Actions
From the details view, admins can Accept or Decline.
Once accepted, the swap is applied immediately to both rosters.
If declined, the swap will not proceed, and the status will be sent back to the staff via their mobile app.