Manage shift swapping on the Payroll Platform

1. Click the Roster menu.
2. Click the Roster Actions button.
3. Click the Shift Swaps button.
   
4. Click the Approve button.
   
5. Click the Approve button.
   

1. Click the Roster menu.
2. Click the Roster Actions button.
3. Click the Shift Swaps button.
   
4. Click the Reject button.
   
5. Enter the reason for declining the shift swap.
6. Click the Reject button.
   

If employee A swaps with employee B, and employee B does not action the shift, the shift will remain that of employee A on the roster until it has been actioned.

Employee A will receive a notification saying that they have to action their shift (because it still belongs to employee A until employee B actions it). Employee B does not get another reminder about the proposed shift swap.

There are 2 notification settings that managers can switch on to receive email alerts:

1. A daily reminder that notifies the manager of all pending shift swaps – this details the shift date, the employee initiating the swap and who it is being swapped with; and
2. An instant notification for when a shift swap requires manager approval.

At a business level, you can set the cut off period where an employee can no longer swap a shift. If the setting prescribes that a shift can be swapped up to 48 hours before the shift commences, employees will be prevented from swapping a shift the day before the shift commences.

Another business level setting is choosing what level of manager approval will apply regarding shift swapping. The options are:

1. No manager approval required at all: In this scenario, when an employee accepts a shift swap the shift will automatically be reassigned in the roster to the employee who accepted the swap.
2. Manager approval only required where the swapped shift cost is higher than the original shift cost: In this scenario, the manager will be notified only when the shift cost, as a result of the swap, becomes higher than the original shift cost. If this is the case, the manager will need to approve the swap before it is confirmed. Otherwise, if the swapped shift cost is equal to or lower than the original shift cost, the shift will automatically be reassigned in the roster to the employee who accepted the swap.
3. Swapped shifts always require manager approval: In this scenario, when an employee accepts a shift swap the shift will need to be approved by the manager before it is reassigned in the roster to the employee who accepted the swap.

These approval settings are configured via Payroll Settings > Rostering.

Note: The manager will not be able to approve the swap until both parties have accepted the shift in question.

When a manager rejects a shift swap, they will need to enter a reason. Both employees will then be notified and the shift will remain assigned in the roster to the original employee.