If the shift swap feature is activated on your RosterElf account, employees can request shift swaps up to 48 hours (default) before their shift is due to commence. Once a staff member requests a shift swap, RosterElf will seek to find a replacement who is both available and qualified for the shift and then notify managers. The shift swaps block, located on the top right hand side of the dashboard, is the easiest way to stay on top of staff shift swap requests. To view and action shift swaps follow the below steps.
Click on a shift swap request
As you can see in the image above there are two shift swaps both at different stages. The First one requested by Ben has yet to have another staff member accept the shift while the shift swap Lana has requested is pending approval as Santa has confirmed that he wants the shift. For this first example, we will click on the shift swap for Lana/Santa. Click on one of the pending shift swap requests. A popup window will appear with the information of the shift swap request. Firstly, you can choose to approve or deny the request. Simply click on the button and both staff members will be informed of your decision. As a staff member has accepted the shift this is usually the best option for a replacement. The third option is to select your own replacement for the shift swap request. Click on the Replace button and a new window will appear.
Choose replacement staff member
Here it will bring up a list of staff who are qualified to both work the position the staff member is swapping out of and work at that particular site. Staff who are available and not already rostered on will show up as green. Staff who are showing up as red are either unavailable on that day or already rostered on. Click from the staff showing in green to confirm the shift swap with the new staff member you have chosen. Once you have chosen click the select and notify button in the bottom right corner of the popup window and both staff will be informed of the swap.
Select a staff member for replacement
If a staff member has requested a shift swap and another staff member is yet to accept it you are able to assign a staff member to take the shift yourself. Click on the unassigned shift swap. A popup window will appear with the details of the shift the employee is swapping out of. You have the option to deny the shift swap, to do so click the deny button in the bottom right hand corner of the screen. If you dont want to wait for another staff member to accept the shift you can click the find replacement button and select a staff member. Click the find replacement button and the same window as before will appear where you can select from the staff who are showing up as available (green). Click select and notify and the staff members will be informed of the swap.
Once you have actioned the shift swaps in the pending tab of the shift swaps block they will be moved to the archived tab. Information about who actioned the swap and on what date can be found when you click on one of the swaps in the archived tab.