Configure Shift Swap Requests

A shift swap is an exchange of shifts between employees. Swapping shifts is a two-step process. First, an employee offers one of their scheduled shifts to swap with a shift that another employee is scheduled to work. Second, the requested employee accepts or rejects the request.

  1. Click Tap Main Menu  > Administration > Application Setup > Employee Self Service > Request Subtypes. 
  2. Do one of the following: 

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

    • Click Tap New. Enter a Name .
    • Select one subtype. Click Tap Edit or Duplicate.
    • Select subtypes. You cannot delete subtypes that are being used. Click Tap Delete. Click Tap Yes to confirm.
  3. (Optional) Enter a Description. 
  4. (Optional) Enter a Symbol. A symbol is an abbreviation to be displayed in the workspace; it does not have to be unique and can be up to five characters long.
  5. In Request Type, select Swap.

    Note: You cannot change the request type after you save it.

  6. (Optional) Enter a Priority order in which to list the subtypes.
    • Highest priority = 1.
    • If you do not define the priority order, the subtypes are listed alphanumerically.
  7. Select notifications — Always select notifications. Otherwise, the manager is not notified when an employee submits a request, or the employee is not notified when the request is approved or refused. Regardless of the notification settings, the request can continue through the submission and approval process. Without notification, the manager must log in manually to review the request, and the employee must log in manually to see whether the request is approved.

    Note: If a business process for a notification or a generic notification is deleted, the request subtype cannot be used. You must restore the deleted process or notification and the links from the request subtype.

    Select the following:

    • Employee (Requester) Notification: Select the notification to send to employees who request shift swaps such as to confirm that their requests were submitted, accepted, or rejected.
    • Employee (Recipient) Notification: Select the notification to send to employees when they are sent requests to swap shifts.
    • Manager Notification: Select the notification to send to managers when requests change status, such as when employees submit, respond to, or cancel a shift swap request.
  8. Select Automatic Approval so that without manager intervention, shift swap requests are approved automatically when the recipient accepts, unless requests violate an employee rule.
  9. Select Allow Swap if Managers are Different to allow employees who have different managers to swap shifts.

    Note: When either or both the swap requester or swap request recipient are multiple assignments employees, the system uses the assignment's reports-to manager to compare managers. For single assignment employees, the system uses the employees' reports-to manager.

  10. Select Allow Swap With Unposted Shifts to allow employees to swap for shifts that are in a schedule that is not posted.
  11. Select Allow Employee Visibility Period Hyperfind Filtering to use Hyperfinds associated with active employee visibility periods as an additional eligible swap employee filter.
  12.  In Minimum Rule Severity to Validate, select a minimum severity level of schedule rules to block requests.
    • Not Considered — Requests that violate rules of any severity level are submitted.
    • Informational — Requests that violate rules of Informational, Warning, and No Save severity are not submitted.
    • Warning — Requests that violate rules of Warning or No Save severity are not submitted.
    • No Save — Requests that violate rules of No Save severity are not submitted.

      Note: If a request violates a schedule rule at this level or a more severe level, the request cannot be submitted; the status remains Draft. If a request violates rules of a lower severity, the request is submitted.

    Note: This field can also used to determine which shifts are made available for employees submitting Open, Cover, Swap, and Self-schedule requests. See Ensure break compliance for employee self-service requests for more information.

  13. For the system to recommend shifts to swap, select Enable Recommendations. See Configure Swap Recommendation Settings.
  14. In Employee (Requester) Schedule Tag, select the schedule tag you want to associate with swap shift requests offered by the employee. This tag is displayed once the offer is accepted.
  15. In Employee (Recipient) Schedule Tag, select the schedule tag you want to associate with swap shift requests accepted by the employee. This tag is displayed once the offer is accepted.
  16. (Optional) Select Adjust Breaks Automatically to apply the break rules to the shifts assigned to the requesting employee when the request is approved. The break rules are declared in the Work Rule, which is part of the Pay Rule assigned to the employee.

    17. Note: This field can also used to determine which shifts are made available for employees submitting Open, Cover, Swap, and Self-schedule requests. See Ensure break compliance for employee self-service requests for more information.

  17. Click Tap Save & Return.