Shift Swaps
Enable employees to trade shifts with each other while maintaining schedule integrity and manager oversight.
How Shift Swaps Work
Shift swaps let employees trade shifts when something comes up. The process ensures coverage is maintained and managers stay informed.
Employee A requests to swap their shift
Employee B accepts the swap request
Manager reviews and approves (if required)
Schedule is automatically updated
For Employees: Requesting a Swap
Swap with a Specific Person
If you've already found someone to swap with:
- 1Open your schedule and tap on the shift you want to swap
- 2Tap "Request Swap"
- 3Select "Direct Swap" and choose the coworker
- 4Select which of their shifts you'll take in exchange
- 5Add a note (optional) and submit the request
Post an Open Swap Request
Don't have someone in mind? Post it for anyone to pick up:
- 1Open your schedule and tap on the shift
- 2Tap "Request Swap"
- 3Select "Open Request"
- 4All eligible teammates will be notified
Give Away a Shift
Need someone to cover without taking their shift:
- 1Tap on your shift and select "Give Away"
- 2Choose to offer to specific person or post openly
- 3Wait for someone to accept and manager approval
For Managers: Approving Swaps
When employees request swaps, you'll receive notifications. Here's how to review them:
- 1
Check notifications
You'll see a badge on the schedule or get push/email notifications
- 2
Review the request
See who wants to swap, the shifts involved, and any notes
- 3
Check for conflicts
SimpleStaff flags potential issues like overtime or skill mismatches
- 4
Approve or deny
Click Approve to update the schedule, or Deny with an optional reason
Swap Request Dashboard
View all pending swap requests in Schedule → Swap Requests. Filter by date, employee, or status.
Swap Settings
Configure how swaps work for your team in Team Settings → Scheduling → Swaps:
Require Manager Approval
When enabled, all swaps need manager approval before taking effect
Auto-Approve Qualified Swaps
Automatically approve swaps that pass all validation rules
Swap Deadline
Minimum hours before shift that swaps can be requested
Position Match Required
Only allow swaps between employees with matching positions/skills
Automatic Validation
SimpleStaff automatically checks swaps against your rules:
✓ Will Allow If:
- • Employee has required skills/position
- • Won't exceed max weekly hours
- • Meets rest period requirements
- • No scheduling conflicts
- • Within swap deadline
✗ Will Flag/Block If:
- • Would cause overtime
- • Employee lacks certification
- • Violates rest period rules
- • Employee on time-off
- • Already working that day
Swap Notifications
Everyone involved gets notified at each step:
| Event | Notified |
|---|---|
| Swap request created | Target employee, Manager |
| Open request posted | All eligible employees |
| Request accepted | Requester, Manager |
| Manager approved | Both employees |
| Manager denied | Both employees |
Related Articles
Questions about shift swaps?
Contact Support