Shift swap policy template
A clear policy for managing employee shift swaps and coverage arrangements. Covers approval requirements, eligibility criteria, documentation and manager oversight of exchanges.
Shift swap policy
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Why you need a shift swap policy
Shift swaps provide flexibility for employees while ensuring operational coverage. However, without clear guidelines, informal swaps can lead to confusion, coverage gaps and compliance issues.
A documented shift swap policy ensures swaps are properly approved, recorded and tracked. It protects the business by ensuring only qualified employees cover shifts and maintains accurate records for payroll and compliance purposes.
Without clear procedures, you risk having unqualified staff covering shifts, payroll errors and disputes about who was responsible for working particular shifts.
Key elements of a shift swap policy
What your shift swap policy should include
Swap eligibility
Who can participate in shift swaps and any restrictions that apply.
Approval process
How shift swap requests are submitted, reviewed and approved.
Coverage requirements
Ensuring suitable replacement coverage when shifts are swapped.
Notice periods
Minimum notice required for requesting a shift swap.
Skill requirements
Ensuring employees swapping shifts have appropriate qualifications.
Restrictions
Limits on swap frequency and situations where swaps are not permitted.
What's included in this template
Comprehensive coverage of shift swap procedures
Purpose & scope
Why the policy exists and who it applies to.
Policy statement
The organisation's approach to shift swaps.
Eligibility criteria
Who can request and accept shift swaps.
Request procedure
How to submit a shift swap request.
Approval requirements
Management review and approval process.
Skills and qualifications
Ensuring appropriate coverage for swapped shifts.
Notice requirements
Minimum timeframes for swap requests.
Documentation
Record keeping requirements for swaps.
Restrictions and limits
When swaps may be restricted or denied.
Consequences of non-compliance
What happens if swap procedures are not followed.
Who should use this template?
Essential for workplaces where shift swaps occur
Legal disclaimer
This template is designed to reflect Australian workplace standards at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business needs and support compliance with applicable awards and agreements. Seek independent legal or HR advice where needed.
Regulatory sources
This template is aligned with Australian workplace rostering requirements.
Automate this policy with RosterElf. Our rostering software includes auto-shift swaps, and our HR software stores policies digitally for easy employee access.
Ready to formalise your shift swap process?
Download our comprehensive shift swap policy template and establish clear exchange procedures.
Looking for more templates? Browse all rostering templates
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.