Configure and manage shift swap and drop

Use shift swapping and dropping to give employees flexibility while keeping your schedules accurate.  Swapping lets coworkers trade shifts. Dropping lets an employee release a shift so eligible teammates can pick it up.  The steps below show how to enable and manage these rules at the company, group, or employee level.

Definitions

• Shift swapping: employees trade their scheduled shifts with each other.

• Shift dropping: an employee releases a scheduled shift, making it available for other employees to take.

Set up shift swap and drop

1. Go to Global Settings > Scheduling > Shifts Swap & Drop.

2. Select where to apply the configuration: Company, Group, or Employee.

3. Fill out the required fields and make the necessary selections.

4. Click Save.
   

Approve or deny a shift swap

Workflows are required to enforce the sequence of tasks in the shift swap process. Approval may be based on employee approval, manager approval, or both.

1. After the shift swap has been initiated, the shift swap recipient receives an email with a link to approve or deny the request.

2. The link shows the shift details and provides options to Approve, Deny, or continue to WorkEasy Software.

3. If the recipient approves the request:

   • They receive an email notification that a new shift has been assigned.

   • The original shift is canceled.

4. If the recipient denies the request:

   • The original employee is not notified by email.

Manage existing rules

• Edit a rule: click the pencil icon, make your changes, and click Save.

• End a rule: click the void icon.
  

• Employee-level rules: if the rule is assigned to Employee (instead of Company or Group), you can remove the rule for each individual employee.
  

Tips

• Decide whether swaps and drops require manager approval before enabling them.

• Confirm eligibility rules so only qualified employees can take dropped shifts.

• Communicate your policy to employees so they understand when and how to request a swap or drop.