Overview
Shift swap settings control how employees exchange, drop, and claim shifts within the organization. These settings define which shift actions are allowed, who can adjust these rules, how store-level configurations are managed in bulk, and whether email notifications are sent when shift activity occurs.
When to Use This
Use shift swap settings when your organization needs to:
Allow employees to swap shifts, drop shifts, or claim open shifts.
Control which roles can change store-level swap settings.
Configure store-specific rules at scale using a bulk import.
Enable or disable email notifications about shift swap activity.
Step-by-Step Instructions
1. Configure Allowed Shift Actions
Open the Shift Swap Settings page.
Locate the section for Swaps, Drops, and Open Shifts.
Enable or disable each action:
Swaps: Allow employees to exchange shifts. Both employees must accept the change before it is final.
Drops: Allow employees to move their assigned shifts to the Available section for others to claim.
Open Shifts: Allow schedulers to create unassigned shifts. Store-level settings determine if employees can view and claim these shifts.
2. Set Permissions for Store-Level Swap Settings
Go to the Shift Swap Settings Permissions section.
Select the lowest role that can adjust shift swap settings for their assigned stores.
Confirm that this role can enable or disable:
Swaps
Drops
Open shifts
Open shift visibility
Shift swap expiration thresholds
3. Import Store Settings in Bulk
Navigate to Bulk Shift Swap Settings Import.
Download the import template if needed.
Populate the file with store-specific configurations, including:
Swaps, drops, and open shift options
Open shift visibility rules
Shift swap expiration rules
Pod grouping settings
Overtime prevention settings
Upload the completed file.
Verify the Last Uploaded status to confirm a successful import.
4. Configure Email Notifications
Scroll to Shift Swap Email Notifications.
Enable or disable automated email notifications for:
Shift swaps
Shift drops
Shift claims
Save your changes.
Key Details & Definitions
Swap: A shift exchanged between two employees, requiring acceptance from both employees.
Drop: A shift released by an assigned employee into the Available section for others to claim.
Open Shift: An unassigned shift created during scheduling that can be made visible for employees to claim.
Open Shift Visibility: A store-level setting that determines whether employees can see and claim open shifts.
Shift Swap Expiration Threshold: A rule that restricts how close to the shift start time a swap or drop can occur.
Pod Grouping: A configuration that restricts swap or claim eligibility based on predefined employee groups.
Overtime Prevention Logic: A rule that prevents approvals that would cause an employee to exceed allowed work hours.
Lowest Role That Can Adjust Store Swap Settings: The minimum role (e.g., StoreManager) that can change store-level swap configurations.
Troubleshooting & FAQs
Why can't an employee see an open shift?
Verify that Open Shifts are enabled and that Open Shift Visibility is turned on for that store.
Why did a swap request fail?
Check the shift swap expiration threshold and pod grouping rules. These may block the request.
Why is bulk import failing?
Ensure the import file uses the correct template and all required fields are populated.
Why aren’t email notifications being sent?
Confirm that shift swap email notifications are enabled and that the employees have valid email addresses.