Table of Contents
1. Enabling Shift Swapping
To enable shift swapping
2. Shift Swapping
You can enable this for employees and/or managers separately. There are 2 ways to enable this:
2.1 Allow shift swapping WITH manager/supervisor approval
With this option, managers must approve the shift before it can be swapped.
You can further enforce this option by adding one or more options. These options must be met BEFORE they go to the manager for approval.
2.2 Allow shift swapping WITHOUT manager/supervisor approval
With this option, once an employee accepts the swap, the exchange happens immediately.
You can further enforce this option by adding one or more options. These options must be met BEFORE they go to the manager for approval.
Once enabled, employees/managers have 2 options when swapping.
CASE 1 – Let others know I would like someone to take this shift
These are shifts offered from View My Schedule to all employees by the schedule owner and the offer is displayed on the main Dashboard landing page. It will be displayed to all employees but emails will be sent only to the employees that meet the requirements and work in the same department.
Example:
- When employee A offers a shift, it will show the following message:
- All employees that meet the requirements will get a message (Dashboard landing page), allowing them to take or ignore it.
- If Employee B decides to take it, then a confirmation message is displayed
- Employee B confirms it.
- Please note that in this case we selected to ask for supervisor’s approval. Only Supervisors from the involved department will receive an email, and the Swap Shift confirmation screen (Dashboard landing page) to approve or decline the request.
CASE 2 – Let others know I would like to swap this shift
This option will send emails to all employees that meet the requirements and also have a shift to swap on a different date.
- Employee A offers a schedule to exchange it.
- Employee B checks the message in the landing page, there is an option to select the schedule to exchange, in this case March 23rd.
- At this point, Employee A will be able to accept or decline Employee B’s offer
- Please note that in this case we selected to ask for supervisor’s approval. Only Supervisors from the involved departments will receive an email, and the Swap Shift confirmation screen (landing page) to approve or decline the request. Supervisors will receive a message in their landing pages that will display both schedules and dates.
3. Other Employee Schedules
There’s another feature included in View My Schedule that allows to display other employees schedules (selector), if Shift Swapping is enabled it will display the following options
- Employee A requests Employee B’s shift – without swapping
- Employee A requests shift swapping with Employee B
CASE 3 – Request a shift without swapping
- Employee A request for Jean-Simon Bolduc’s (Employee B) shift
- Employee B receives the message and decides to approve or decline it.
- Please note that in this case we selected to ask for supervisor’s approval. Only Supervisors from the involved department will receive an email, and the Swap Shift confirmation screen (landing page) to approve or decline the request.
CASE 4 – Request shift swapping
- Employee A requests shift swapping to Employee B (Jean-Simon Bolduc)
- Employee B receives the message and decides to approve or decline it.
- Please note that in this case we selected to ask for supervisor’s approval. Only Supervisors from the involved departments will receive an email, and the Swap Shift confirmation screen (landing page) to approve or decline the request. Supervisors will receive a message in their landing pages that will display both schedules and dates.