Approve shift swap requests

A Shift Swap is a request to hand a scheduled shift to a named colleague. Managers decide swaps in the Request Centre, and an approved swap changes the live roster straight away.

1. The employee opens My Requests.
2. They choose Shift Swap and select one of their own future scheduled shifts.
3. Once the shift is selected, the colleague list loads.
4. They pick a colleague, or leave the choice as "any colleague".
5. They can add a reason, then submit.
6. The request stays Pending until a manager approves or rejects it.

A swap left as "any colleague" cannot be approved. Approval always requires a named person.

The colleague list is built from these rules:

• Only active employees appear.
• The colleague must be authorised for that shift type on their profile.
• The requester themselves is excluded, and rota placeholders are excluded.
• A colleague on approved holiday for that date is shown as unavailable and cannot be selected.
• A colleague on another approved absence is shown as unavailable with a neutral label only.

Colleagues may come from any department, as long as the shift type is ticked on their profile. For example, a kitchen employee qualified for a maintenance shift type, or a household employee qualified for a healthcare assistant shift type.

The system never shows detailed absence reasons to other employees, so sick leave, medical care, maternity or similar reasons are never visible to colleagues.

1. Open View Details.
2. Confirm the employee names, the original shift, the date and the shift type.
3. Confirm a named colleague is selected.
4. Confirm the colleague is authorised for that shift type and still available.
5. Check the live roster for conflicts, because the colleague may already have another shift that day.
6. Confirm the status is still Pending and not expired.

The colleague list does not filter every situation. In particular, it may not catch a conflicting live shift on the same day, weekly hours limits, or working-day preferences. Always review the live roster before approving.

• The live roster updates immediately and the colleague is assigned to the shift.
• The draft roster is synchronised where a matching draft row exists.
• No republish is required for the swap to take effect.
• Worker Missing is not created as long as cover remains adequate.

If you reject, the status becomes rejected, your manager note is stored for the employee to read, and the roster is unchanged.

Common reasons, in the order worth checking:

• The employee is inactive.
• They are not authorised for the selected shift type.
• They are the requester.
• They are on holiday or another approved absence that date.
• The requester has not yet selected their shift, because the list loads afterwards.
• The shift type assignment on the colleague's profile is incorrect.

If nobody has the required shift type, you may need to update shift type assignments on employee profiles, or arrange cover directly in the schedule instead.