General Overview
Shift swaps allow employees to exchange full shifts or tasks (if task-only is enabled).
If you cannot see the option to swap tasks only, this could be turned off by the admin as a department decision.
Shift swaps are only available on mobile apps at the moment.
All swaps are managed in the Shift Changes tab.
Shifts are always grouped by department Roster Period (set by admin)
Notifications alert you when a new request is sent or received.
Depending on rules, swaps may be auto-approved or escalated to an admin.
What Kind of Swaps Can You Do?
Same Day, Same Shift
You can’t trade the whole shift (because you’re both already working).
(If applicable) But you can swap tasks with your colleague. This will not change the date, area, or shift that you're working.
Same Day, Different Shift
You can swap your entire shifts if you work at different shifts for that day.
Example: you take the morning, they take the evening.
Different Day, Same Shift
You can swap the same shift but on different days.
Example: you cover their Wednesday morning shift, they cover your Friday morning shift.
Different Day, Different Shift
You can swap completely different shifts on different days.
Example: you work their Thursday night, they cover your Monday morning.
You must be free on the other employee’s shift day to take their shift.
You cannot swap out open shifts if it's been accepted.
Sender - How to Send a Shift Swap
You are the Sender if you want to swap your shift with a colleague’s.
We understand that shift swaps can be a social process, where you may want to discuss a potential swap with a colleague outside the RosterLab app to reach a mutual agreement.
Follow these steps:
Open the Shift Change Tab.
Find your shift and click Swap Shift.
Select the colleague you want to swap with.
Choose the shift you’d like in return.
Review the details (dates, times, tasks).
Click Send.
Receiver - How to Respond to a Swap Request
You are the Receiver if a colleague has requested a swap with you.
Follow these steps:
Open the Shift Change Tab
In Shift Swap bubble, "Action Needed" will appear
Unresolved Shift Swaps will show first
Review the swap details (your shift vs. their shift).
Choose one of the following:
Accept → request continues (auto-approved if enabled or admin review).
Decline → request ends immediately.
Confirm your choice.
Admin Approval
Sometimes swaps require an admin to review and approve. This occurs when:
Auto-Swaps are disabled by admin
Important business rules are violated
Critical demands are not being met
Once approved, the swap updates both employees’ calendars.