Free shift swap & coverage roster (Excel)
Track shift swap requests and coverage changes outside your main roster. Avoid confusion by keeping a clear record of who's covering which shifts and whether swaps have been approved.
Shift swap & coverage roster
Excel format (.xlsx)
No signup required. Works with Excel and Google Sheets.
What's in this template
Complete shift swap tracking
Original employee
Staff member requesting the swap
Original shift date
Date of the shift being swapped
Original shift time
Start and end time of shift
Replacement employee
Staff member covering the shift
Swap type
Swap or coverage only
Approval status
Pending or approved
Approved by
Manager who approved the swap
Notes
Additional details or conditions
How swap tracking works
Record each shift change request with full details. Track whether it's a swap or coverage, and who approved it.
| Original | Date | Time | Replacement | Type | Status |
|---|---|---|---|---|---|
| Sarah Jones | 15 Feb | 9am-5pm | Tom Chen | Swap | Approved |
| James Smith | 17 Feb | 2pm-10pm | Emma Wilson | Coverage | Pending |
How to use this template
Get started in four simple steps
Download
Get the Excel file
Log swap requests
Record who wants to swap
Review and approve
Manager approves changes
Update main roster
Apply approved swaps
Who uses this template
Ideal for teams with frequent shift changes
Hospitality
Track last-minute shift swaps between staff
Retail
Manage coverage requests during busy periods
Casual teams
Keep track of who is covering which shifts
Template disclaimer
This is a manual tracking tool only. It does not automatically update your roster or notify staff. For automated shift swaps with instant notifications, use online rostering software.
Automate your shift swaps
Excel can track swaps, but online rosters update shifts automatically and notify staff instantly. No more manually updating multiple documents or chasing approvals via text message.
Try the free online roster toolShift swap template FAQ
- A swap is when two employees exchange shifts. Coverage is when one employee takes over another's shift without exchanging. The template tracks both types.
- No, this is a separate tracking document. You'll need to manually update your main roster after approving swaps. For automatic updates, consider an online rostering tool.
- Typically a manager or supervisor approves swaps to ensure adequate coverage and appropriate skill levels. Use the 'Approved by' column to track who authorised each change.
- Yes, this template is designed to work alongside your main roster. Keep it as a separate document to track changes without cluttering your primary roster.
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Ready to track shift swaps?
Download the template now and start tracking changes.
Disclaimer
This template is provided as a general tracking tool only. It does not automatically update rosters or calculate pay. RosterElf Pty Ltd accepts no liability for any loss arising from reliance on this template.