Approve shift swaps
Approve or reject shift swaps that two employees have already agreed between themselves.
When two employees agree to swap shifts, the swap comes to Shift Swaps for a decision. Approving it exchanges the two shifts on the roster.
Who can do this
- Owners and admins see every swap and can approve or reject it.
- Managers see swaps between two people who report to them, and can decide those.
- Someone who is one of the two people in a swap cannot decide it. Their row says "You are in this swap: someone else decides it". The workspace owner can decide their own.
- Everyone else sees "This page is for owners and admins of the workspace."
Shift swaps are not part of the demo workspace.
Who is told
When both people have agreed, the one manager they both report to is told. If they share no manager, every owner and admin is told instead. The two people in the swap are not asked to decide it.
Steps
- Open HR, then Shift Swaps under Approvals.
- Look at Waiting for a decision. These are swaps both people have agreed to. Each row shows Asked by, Gives, Swaps with and Takes.
- Click Approve. Or click Reject, type a note in the note box if you want, and click Confirm reject.
Waiting for the colleague lists swaps the colleague has not answered yet. There is nothing to decide there. Recent lists swaps that were decided, declined, cancelled or expired.
Common problems
- "The roster changed since this swap was asked for, so it cannot be approved. Reject it, and ask again if it still makes sense."
- "You are one of the two people in this swap, so someone else has to decide it."
- "That swap has already moved on. Refresh the page to see where it stands."
- "Only owners, admins and a manager of both people can decide a shift swap."