Swaps
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How staff can make swaps
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How to manage swaps
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| View the movie (streaming) |
OR (for PC users) right-click here to download the movie (2.0 MB)
Overview
Shift swapping functionality might be a vital part of the program for you. The website enables staff to swap shifts with each other with the following conditions.
1) Staff must be authorised to make swaps. This is set up in the Staff List or in the individual Staff Edit page.
2) Staff may only swap with those who share the ability to do each other's shifts, in terms of job title, location and shift times. Refer to Working Parameters.
3) Both parties much agree to the swap, responding to the website prompts accordingly.
4) Optionally, the rota admin can specify that swaps must get final approval. This is set up in Set Display and administered in Swap Log.
5) The swap may be prevented if within a number of days specified by you in the Set Display setup page.
Example of same day swap
The simplest swap is where staff want to swap shifts for the same day, where both parties are working. Typically, they may want to swap a location or perhaps trade a late shift for an earlier one.
In this example, Alan is going to swap a late shift for an early one.
He clicks on the Swap icon to go to the swap page shown below. In the date dropdown, he'll see the shifts he is permitted to swap. He chooses one.
In the next dropdown, he chooses the swap type - same day in this example. (Actually this is the default option so will already be selected.)
In the next dropdown, the staff that are able to swap, together with their shift details are shown. Alan chooses to swap with Donna. (It should be noted that often in the real world there is nobody to swap with!)
He types a quick note to Donna, which will be sent to her with the swap request, and clicks the Send button.
Alan can view the details of the swap on the sent page. He can cancel it at this stage if he wishes.
Donna will have received an email from the server, inviting her to confirm the swap.
Donna can respond by click the Accept or Decline links on the email, or she can log in and carry out the transaction from within her rota. In which case she will see that the Swap icon is highlighted to indicate something requires her attention.
On the Swap requests Received page, she will see Alan's request, together with past requests (show in red). In this example Donna will click the accept link.
