Schedule Swap and Shift Offer

Timesheet Mobile shift swap and offer functionality allows companies to define which sites or locations their employees are permitted to swap or offer assigned work shifts. This functionality allows company administrators and managers the flexibility to allow employees to adjust their schedules based on which shifts do not fit into their schedule to optimize efficiencies.

How it works

The video sequence below shows an example of an employee, Eric Reed, initiating a request to swap a shift scheduled for Fri 15 Apr from 10:00 AM - 6:00 PM with a shift from employee Uncle Rico scheduled for Mon 18 Apr from 10:00 AM - 6:00 PM. From the schedule tab in the employee's smartphone app, the employee simply navigates to the Schedule menu and clicks the three vertical dots of the schedule the wish to swap. Selecting "Swap Shift" displays the shifts that are available to be swapped. Selecting a shift displays the requested swap and allows the employee to complete the request.

When a swap is requested, the employee whose shift is being requested will receive a notification on their smartphone app. In this case, the employee Uncle Rico receives the notification and accepted the request. Once accepted, the requesting employee is notified of the acceptance and the schedule is updated.

Administrators and managers are able to view active, completed and canceled swap requests from the Schedule Requests menu:

From the schedule requests page, administrators and managers 1) are able to filter to view specific requests for selected date, employee, site, etc, 2) view all requests and 3) see status of the request. Status for swaps can be:

• Open - swap requested but not yet accepted by employees
• Accepted - swap request accepted and schedule updated
• Cancelled - employee cancelled swap request 

Enabling swaps and offers

To allow employees to swap shifts or offer their assigned shift to other employees: 1) click on Settings, 2) select Site/Location settings and 3) select On for "Allow Schedule Swaps".

Once enabled at the account level, each site or location must be set up to permit employees to swap or offer shifts for that site. This can be done 1) from the sites or locations page, 2) using control panel to view the Advanced features tab, and 3) clicking the check box for "Allow Schedule Swaps and updating the site.