Once shift swapping has been enabled by your employer at a business level, the shift swap workflow is as follows:
Step 1:
Sunny Stone receives a notification for a new shift that has been assigned to her.
Step 2:
Sunny can either accept, decline or swap the shift. The shift is on a very special day for her so she chooses to swap the shift with another employee. To do this, Sunny clicks on ‘Swap’:
Sunny chooses, from a drop down list of recommended employees, the employee she wants to swap the shift with and then enters a comment for Rosy to see. Recommended employees are those that:
- can work at the location, i.e. location assigned in the file
- are able to work, i.e. not rostered elsewhere, unavailable or on approved leave
- employee has the work type and/or higher classification (if these have been assigned in the shift)
Step 3:
Rosy is notified that there is a shift swap that she needs to action. She logs into her employee dashboard to view the details of the shift:
Step 4:
Rosy decides to accept the swap. Once she clicks on ‘Accept Swap’, the shift status updates to ‘Awaiting Approval’:
Step 5:
Sunny’s manager, Sandra, receives a notification of a pending shift swap that requires approval. Sandra logs into the roster and clicks on the swap shifts icon to view the details of the swap:
Step 6:
Sandra reviews the details and is happy to approve the swap. She clicks on ‘Approve’. Sunny and Rosy receive a notification confirming the swap has been approved and the shift is automatically reassigned in the roster to Rosy.
Notes:
At a business level, employers can set the cut off period where an employee can no longer swap a shift. For example, if the setting prescribes that a shift can be swapped up to 48 hours before the shift commences, employees will be prevented from swapping a shift the day before the shift commences.
If a manager rejects a shift swap, they need to enter a reason, and both employees will then be notified and the shift will remain assigned in the roster to the original employee.