Swap Requests
How employees can request shift swaps and how managers review and approve them.
Swap Requests allow employees to exchange shifts with colleagues when they are unable to work their scheduled shift. The system ensures that all swaps go through an approval process, maintaining schedule integrity while giving employees flexibility.
Navigation: HR > Work Schedule > Swap Requests
When to Use Swap Requests
Employees should submit a swap request when:
| Scenario | Example |
|---|---|
| Personal conflict | Employee has a medical appointment during their scheduled shift |
| Family obligation | Employee needs to attend a child's school event |
| Transportation issue | Employee cannot reach the workplace for an early morning shift but can work a later one |
| Mutual preference | Two employees prefer each other's shifts for personal convenience |
| Emergency coverage | An employee cannot make their shift and finds a willing replacement |
Viewing Swap Requests
The Swap Requests page displays a table of all submitted swap requests:
| Column | Description |
|---|---|
| Requesting Employee | The employee who initiated the swap request |
| Original Shift | The shift the requesting employee wants to give up |
| Original Date | The date of the original shift |
| Swap With | The employee being asked to take the shift |
| Swap Shift | The shift being offered in exchange |
| Swap Date | The date of the swap shift |
| Reason | Why the swap is being requested |
| Status | Current status -- Pending, Approved, Rejected, or Cancelled |
| Submitted On | When the request was created |
Status Tabs
Filter the table by request status:
- All -- View all swap requests
- Pending -- Requests waiting for approval
- Approved -- Swaps that have been confirmed and applied to the schedule
- Rejected -- Swaps that were declined
- Cancelled -- Requests that were withdrawn
Submitting a Swap Request
To request a shift swap:
Step 1: Initiate the Request
- Click New Swap Request at the top-right of the page.
- Fill in the following fields:
| Field | Required | Description |
|---|---|---|
| My Shift | Yes | Select the shift you want to swap from your upcoming schedule |
| Swap With Employee | Yes | Choose the colleague you want to swap with |
| Their Shift | Yes | Select which of their shifts you are willing to take in exchange |
| Reason | Yes | Explain why the swap is needed |
- Click Submit to send the request.
You can only request a swap with an employee who has a compatible schedule type or who is qualified for your shift. The system filters the available employees and shifts to prevent invalid swaps.
Step 2: Peer Confirmation
After you submit the request, the employee you want to swap with receives a notification. They must confirm that they agree to the swap before it goes to the manager for final approval.
| Peer Response | What Happens |
|---|---|
| Accepts | The request moves to the manager for final approval |
| Declines | The request is automatically cancelled -- you will need to find another colleague or submit a new request |
| No Response | After the configured timeout period, the request expires and is cancelled |
Step 3: Manager Approval
Once the peer confirms, the manager reviews the swap request:
| Manager Action | Result |
|---|---|
| Approve | Both employees' schedules are updated automatically. The requesting employee takes the swap shift, and the other employee takes the original shift. |
| Reject | The swap is declined and both employees keep their original shifts. A rejection reason is provided. |
Managers should verify that approving the swap does not create any coverage gaps, skill mismatches, or overtime violations before approving. Check the schedule calendar to see the full picture before making a decision.
Swap Request Lifecycle
The full lifecycle of a swap request:
| Stage | Description |
|---|---|
| Submitted | The requesting employee has created the swap request |
| Awaiting Peer Confirmation | The swap partner needs to accept or decline |
| Pending Manager Approval | Both employees have agreed -- waiting for manager review |
| Approved | Manager approved the swap -- schedules are updated |
| Rejected | Manager declined the swap -- no changes to schedules |
| Cancelled | Employee withdrew the request, peer declined, or the request timed out |
Cancelling a Swap Request
The requesting employee can cancel a swap request at any point before final approval:
| Status | Can Cancel? | What Happens |
|---|---|---|
| Submitted / Awaiting Peer | Yes | Request is cancelled with no impact |
| Pending Manager Approval | Yes | Request is cancelled and both employees are notified |
| Approved | No | Once approved, the swap has been applied. Contact your manager to reverse it manually |
| Rejected / Cancelled | No | Already in a final state |
Notifications
The system sends notifications at each stage of the swap process:
| Event | Who is Notified |
|---|---|
| Swap request submitted | The target swap employee |
| Peer accepts | The requesting employee and the manager |
| Peer declines | The requesting employee |
| Manager approves | Both employees |
| Manager rejects | Both employees |
| Request cancelled | The swap partner and manager (if applicable) |
Best Practices
- Submit early -- Request swaps as early as possible to give your peer and manager enough time to review. Last-minute requests are harder to accommodate.
- Talk to your colleague first -- Before submitting a formal swap request, check with your colleague informally to confirm they are willing. This avoids unnecessary declined requests.
- Provide a clear reason -- Managers are more likely to approve requests that have a genuine and clearly explained reason.
- Managers: check the calendar -- Before approving a swap, view the full schedule for both dates to ensure no coverage gaps are created.
- Managers: respond promptly -- Swap requests often involve time-sensitive situations. Aim to review and respond to pending requests within 24 hours.