Shift swap between employees

Shift swap between employees

Shiftdesk lets employees swap an assigned shift with a colleague. Managers retain control over the final approval.

Initiating a swap

1. The employee opens their shift on the dashboard or in the app.
2. They click Swap and choose a suitable colleague from the list of eligible employees.
3. Optionally they add a short note, e.g. the reason.
4. With Send request the swap is triggered. The colleague receives a notification.

Alternatively, the manager can initiate a swap directly from the schedule by clicking a shift and choosing Assign swap.

Understanding status codes

Status	Meaning
pendingcolleague	Request is waiting for the colleague's response
pendingapproval	Colleague has agreed, manager still has to approve
approved	Swap is approved, shifts are swapped in the schedule
rejected	Request was rejected, shifts remain unchanged
expired	Application window or response deadline has expired
cancelled	Initiator has withdrawn the request

Manager approval

1. Go to Schedule and open the Requests tab.
2. Filter on shift swap and status pendingapproval.
3. Check the effects, in particular ArbZG warnings and qualifications.
4. Click Approve or Reject. Both employees receive a notification.

Notes

• When a swap is approved, the shifts are swapped directly in the schedule. Changes are documented in the audit log.
• Swap requests can be approved automatically if both employees have the same qualification and no ArbZG warning arises. You enable this option under Settings and then Workflows.
• A swap remains possible only as long as the affected shift lies in the future and has not already been recorded in time tracking.