Summary
Shift swaps are one of the most common requests managers deal with. Staff need to change shifts for appointments, family commitments, or personal reasons — and until now, it meant a message to the manager, a phone call to find cover, and manual roster edits.
Today we're launching Shift Swaps — a built-in feature that lets staff request to swap shifts directly with colleagues, with admin approval before anything changes.
How It Works
- Staff A opens the Swaps tab in their dashboard, selects one of their upcoming shifts, picks a colleague, and submits a swap request
- Staff B sees the incoming request in their Swaps tab and accepts or declines
- Admin sees the agreed swap in the Leave & Swaps page and approves or rejects
- On approval, the roster updates automatically — no manual editing needed
Why Three Steps?
We designed it with three approvals for a reason:
- Staff A confirms they want to give up their shift
- Staff B confirms they're happy to take it
- Admin confirms it works for the business (coverage, skills, etc.)
No surprises. No one gets a shift they didn't agree to. The admin always has final say.
What Admins See
Pending swaps appear in your Leave Management page with full details: who's swapping, which shifts, the dates and times, and the reason. You see that both staff have already agreed — you just confirm it works for the business.
Security
- Staff can only swap their own future shifts
- Can't swap past shifts
- Admin approval required before any roster change
- Full audit trail of who requested, who accepted, who approved
- Staff can cancel pending requests at any time
Availability
Shift Swaps are available on the Professional plan and above. Staff see the Swaps tab in their dashboard automatically.