Swap a shift

We will explain the workflow and the rules when swapping a shift for another on the same day.

COMING INTO EFFECT FROM MONDAY 17 JUNE 2024. YOU WILL NEED TO UPDATE YOUR APP FROM YOUR APPSTORE.

The general workflow is as follows:

You create an online swap request.
The request is sent to your chosen colleague for acceptance. Your request status is "Awaiting Approval"
The Management has set the Swap on automatic mode meaning that our swap bots will update the system as soon as your colleague has accepted or rejected your request. If accepted, your request status is "Booked In" OR The Management has set the Swap on manual mode meaning that when your colleague has accepted your request, Management still needs to accept it too.
Whatever the outcome, you will be informed through a push notification and an email.

Note that the illustrations for this article have been made with an iPhone. Android have the exact same workflow, however the screen design may slightly differs.

Step by step guide.

Go to your home page on your smart phone and tap on "Shift Swap".

Tap on Shift Swap Tile

Tap the "+" symbol on the top right of your screen to create a request.

Create a request tapping the "+" symbol

The system will ask you several questions about the Swap you want to create. Tap "Pick A Week" and the App will display the published weeks. Then, select which week the Swap should take place.

Select which week the Swap is taking place.

Select which week the Swap is taking place.

Which shift would you like to swap? Tap "Pick A Shift". The App will list the shifts you can swap for that week. Select the Day/Shift you want to swap.

Select the Shift you want to Swap

Which shift would you like to work instead? Tap "Pick A Shift". Select a new Shift time.

Note that not all the shifts are listed. This depends on your previous and next shift around the one you want to swap. We need per regulations to allow a minimal time rest between working period.

Who would you like to swap with? Tap "Pick A Colleague". The App will list the colleagues you can swap with the new shift time you want to work instead, if any. Select the colleague you want to swap with. If no colleague are listed, it means that there is no solution for that specific shift. Click the red area and try with another shift time.

Select a colleague

Note that you can select a colleague and when submitting, the App will calculate if the swap respects all the rules set by Management. If not, the App will tell you the reason why the Swap request can't be created. In such case, pick a new colleague or try with another shift time.

Rules for swapping a shift.

You can start swapping a shift 3 days from the request swap date.
Your swap request will be live for 48 hours for your colleague to accept. If not accepted within this period, the request will expire.
You can create multiple swap requests targeting different colleagues.
Once one of them has accepted and the system confirms the swap, all other similar requests will be automatically cancelled.
You can only swap one shift per day. Multiple shift swaps within the same day is not permitted.

Updated on: 30/09/2024

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