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For managers

Review shift swaps and cover requests

Check staffing and eligibility before approving a change to published assignments.

2 min read

Review a request

  1. Step 1: Open Shift swaps and check requests awaiting manager approval within your permitted locations.
  2. Step 2: Review the rota, both employees and affected shifts. Check coverage, staff group eligibility and whether the proposed assignment would overlap other work.
  3. Step 3: Approve or deny the request using the available controls. Approval rechecks the current shift details; a request that has become invalid may no longer be approvable.
  4. Step 4: After approval, check the updated published assignments and make sure the affected employees understand the change.

Understand request status

A proposed swap first needs the colleague's response. A cover request stays open until someone offers to take it. These then move to manager review rather than changing the rota immediately.

Denied, cancelled and expired requests leave the current assignment in place. Changes to shifts or request timing can make an older request invalid.

No eligible shifts?

Check that shift swaps are enabled in rota settings and that the rota is published. Only eligible shifts are offered; location, staff group and time restrictions can rule out a proposed exchange.