Configure Schedule Tags to Display Shift Swaps

Administrators can configure UKG Pro Workforce Management™ to display schedule tags for approved shift swaps on the Schedule Planner and the Employee Calendar. Schedule tags provide a visual reminder of swapped shifts, which can assist managers with future scheduling activities by revealing shift swap patterns.

A schedule tag is created after the swap is completed. The schedule tag is based on the original shift or paycode that was swapped, and reflects the original shift's or paycode’s start and end time, business structure, cost center, labor category, and work rule transfer. If there is more than one segment to the shift or paycode, the first segment is used to define the schedule tag.

Note:  If the original shift or paycode did not contain a transfer, the resulting schedule tag will not reflect a transfer.

You can configure shift swap schedule tags for three users:

  • An employee who makes a shift swap request
  • An employee who accepts a shift swap request
  • A manager who uses the Swap action on the Quick Action bar to make a shift swap

Consider using different names for each shift swap schedule tag you create, with different colors for employees and managers.

Schedule tags can be displayed for shift swaps initiated by both managers and employees. They are displayed by default in the Schedule Planner and Employee Calendar, but their display can be suppressed in the configuration for these components. If schedule tags are configured for display, they can be filtered using the Show/Hide display controls in the Schedule Planner and Employee Calendar.

To configure UKG Pro Workforce Management™to display schedule tags for shift swaps, you:

  1. Create the schedule tags (or modify an existing tag definition to include a schedule tag) you want to represent employees and managers in a swap shift scenario. See Tag Definitions.
  2. Best Practice: Create unique schedule tags to differentiate swap shifts initiated by employees and managers, and consider using different colors for employee and manager tags.
  3. Edit Swap request subtypes to configure these fields with the schedule tags you created: 
    • Employee (Requester) Schedule Tag
    • Employee (Recipient) Schedule Tag

    See Configure Request Subtypes.

    Best Practice: Because edits can affect pending requests, create new request subtypes rather than edit current request subtypes.

  4. Identify the schedule tag you want displayed in the Schedule Planner when a manager executes a Quick Action swap shift. See Configure Schedule Planner.

    Note: Schedule tags are not displayed for open shifts when the manager swaps an employee's shift with an open shift.