How to set shift-swap rules#
For: Admin You’ll need: Owner or Admin role.
You’ll turn shift swaps on and set the rules: which kinds of swap are allowed, who qualifies, how far ahead they have to be posted, and when a manager has to sign off.
Open the settings#
Open the account dropdown (top-right) and click ‘Settings’.
In the right column, find the ‘Swaps’ section.
Turn swaps on#
Tick ‘Enable shift swaps’. The rest of the settings only matter once this is on.
Choose which swaps are allowed#
‘Allow give-aways’ — workers can hand a shift to someone else with nothing in return.
‘Allow 1:1 swaps’ — workers can trade shifts with each other.
‘Allow cross-location swaps’ — when off, both shifts must be at the same location. Position and location qualification always applies either way.
Decide who qualifies#
Set ‘Swap eligibility’:
‘Role only’ — anyone with the right position at the right location can take the shift.
‘Role + skills/certifications’ — they must also hold the same skills the original shift requires.
Set the timing rules#
‘Minimum hours before shift’ — how far ahead a swap has to be posted. Workers can’t offer a shift starting sooner than this.
‘Auto-reject minutes before shift start’ — open offers no one has taken are automatically rejected this many minutes before the shift begins, so nothing dangles unfilled.
Set the approval rules#
‘Require manager approval’ — when on, a manager signs off before any swap takes effect.
‘Approval cutoff (hours before shift)’ — optional. When set, only swaps starting within this many hours need approval; ones further out approve automatically. Leave blank to always require approval. This only applies when approval is on.
Set the overtime rule#
‘Overtime behavior’ decides what happens when a swap would push the receiving worker over their work-rule limits:
‘Warn only — manager decides’ — flag it, but allow it.
‘Block application’ — stop the worker from applying.
‘Block approval’ — let them apply, but block the manager’s approval.
Save#
Click ‘Save’.
Verify it worked#
Open a worker’s upcoming shift — the ‘Offer for swap’ button now appears (when the shift is far enough out), and ‘Swap marketplace’ shows under the Planning menu.