Auto shift swaps with manager approval
Give employees the freedom to swap shifts directly through the app, while you keep full visibility and approval control.
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Only qualified, available staff can swap
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Review, approve or decline swap requests in one tap
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Rosters and timesheets automatically update after approval
How auto shift swaps work
RosterElf lets staff request shift swaps directly from the app. Only eligible colleagues see the request, and managers approve or decline with one tap—keeping rosters accurate without the back-and-forth.
Request a swap
Staff tap "Swap Shift" in the app. RosterElf finds qualified, available colleagues and sends the request to them instantly.
Colleague accepts
An eligible team member accepts the swap. The request goes to the manager for final approval—or auto-approves if you've enabled it.
Roster updates
Once approved, the roster and timesheets update automatically. Everyone sees the change in real time—no manual edits needed.
Let staff request shift swaps within your business rules
Help staff while supporting compliance efforts
Give employees the flexibility to request shift swaps directly in RosterElf—without losing control.
You decide the boundaries: how far in advance a swap can be requested, which roles qualify, and what notice period applies.
RosterElf automatically enforces these settings to keep every swap compliant and fair.
Approve or decline every shift swap with confidence
Review and action changes in seconds
Managers remain fully in charge of all shift swap activity.
Each request routes to the right approver with full visibility of employees, qualifications, costs, and compliance warnings.
Approve or decline in one click, and RosterElf instantly updates rosters and timesheets to reflect the change.
Smart shift swap suggestions for qualified staff only
Let AI find the right replacement instantly
RosterElf's AI Perfect Match™ automatically identifies the best candidates for a swap.
It checks role fit, skills, location, availability, and award rules—so only suitable, compliant employees are offered the shift.
Managers save time while maintaining accuracy and coverage.
Real-time shift swap alerts for teams and managers
Keep everyone in sync automatically
As soon as a swap is requested, RosterElf sends instant notifications to all involved.
Employees see their request status and approvals in real time, while managers receive live alerts to approve or decline.
Every action is tracked, ensuring nothing slips through the cracks.
Discuss and confirm complex shift swaps in chat
Manage shift changes without leaving RosterElf
When a swap needs extra discussion, like a multi-site move or role change, continue the conversation inside RosterElf's Employee Chat App.
Keep every message, note, and decision tied to the original roster for complete visibility and traceability.
6 reasons to enable shift swaps
Save manager time
Stop fielding calls and texts about swaps. Staff handle requests themselves; you just approve or decline.
Help your team
Give staff flexibility to manage their own schedules. Happier employees mean lower turnover and better morale.
Support your compliance efforts
RosterElf only shows eligible staff—checking qualifications, availability, and overtime limits before allowing swaps.
Full visibility
Every swap is logged and tracked. See who requested, who accepted, and when it was approved—all in one place.
Instant notifications
Everyone involved gets notified immediately—requesters, accepters, and managers all stay in the loop.
Mobile-first
Staff request and accept swaps from their phones. Managers approve on the go—no need to be at a computer.
What are auto shift swaps?
Auto shift swaps let employees request to trade shifts with qualified colleagues directly through the rostering app. Instead of calling or texting managers to arrange changes, staff initiate swaps themselves. The system checks eligibility, notifies potential replacements, and routes approved swaps to managers—or auto-approves them based on your settings. Once confirmed, rosters and timesheets update automatically.
Explore related features
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Frequently asked questions
- Staff request to swap a shift via the mobile app. RosterElf finds qualified, available colleagues and notifies them. When someone accepts, the request goes to the manager for approval. Once approved, the roster and timesheets update automatically.
- Yes, by default. Manager approval ensures every swap meets your business rules, budget, and coverage needs. You can optionally enable auto-approval for specific scenarios if you trust staff to handle certain swaps independently.
- Yes, if both employees work at multiple sites. RosterElf checks site eligibility, role fit, and availability before allowing a swap. Learn more about multi-site rostering.
- The original shift remains assigned to the requesting employee. They can post it as an open shift instead, or contact their manager to explore other options.
- Yes. Every swap is logged with timestamps, approvers, and wage impacts. Approved swaps flow through to timesheets and payroll integrations automatically. See payroll integration for details.
Learn how to get the most from this feature
Step-by-step guides to help you master these workflows
Start your free 15 day RosterElf trial today
Join 30,000+ Australian businesses using RosterElf to let staff swap shifts without the admin headache.