Shift Swap Management and Settings

If you are using the Shift Swap functionality, there are a number of settings which should be configured to ensure this aligns to your requirements.

The configuration of the settings can be found on the Settings tab of the Shift Swap Management tile.

Manager approval required - if this is selected, all requests appear in the management screen for approval before being committed to the rota.  If this if not selected, shift swaps will be committed to the rota when both parties have accepted the swap.

Date range of shifts to swap with - this allows you to determine the date range either side of a shift that a team member cab arrange a swap.  Options available are; same day, same week, same calendar month, same pay period or a custom date range.

Allow shift swaps between locations - this allows you to determine if shifts can be swapped between different locations, departments or teams.

Employees must have matching contracts - this allows you to determine if shifts can be swapped between staff members on different contracts in the  system.

Allow shifts swaps to different working role shifts - this allows you to determine if shift swaps can take place where the role of the two shifts are different.

Send Email/SMS notifications - this allows you to determine if notification emails or SMS messages are sent to users when shift swaps are requested, accepted and approved. Please note: This is dependant on notification settings being configured accordingly on individual staff records.

Send Push notifications - this allows you to determine if push notifications are sent to users when shift swaps are requested, accepted and approved. Please note: This is dependant on users having opted in to receive push notifications.

Display shift roles - this allows you to determine if managers approving shift swap requests have visibility of the working roles assigned to the shift(s).

Display shift roles - this allows you to determine if managers approving shift swap requests have visibility of the locations of the shift(s).

If management approval is required for shifts swaps, managers should use the 'Shift Swap Management' tile to approve or reject these requests

1. Add any required notes to the shift swap request - both team members will have visibility of these notes.
2. Select the tick box next to each request you would like to approve or reject.
3. Select Approve or Reject accordingly.

If notifications are turned on, a notification will be sent to both the team member requesting the swap and the team member accepting the swap.