Use shift swap and drop settings to control who can exchange or release shifts and how those requests are processed. Configuration is handled through Shifts Swap & Drop, Schedule plans, and Workflows.
Before you begin
You must configure who is allowed to swap or drop shifts.
You must enable swap and drop behavior in the applicable schedule plan.
Define who can swap or drop shifts
Use Shifts Swap & Drop settings to control which employees are allowed to initiate swap or drop requests.
Go to Global Settings > Scheduling > Shifts Swap & Drop.
Select where the configuration applies:
Company – All employees.
Group – Only employees in selected groups.
Employee – Only selected individual employees.
Name the configuration, set the Effective start date, and select Allow shift swap, Allow shift drop, or both.
Click Save.
Only employees included in an active configuration can initiate a shift swap or drop.
Enable swap and drop in a schedule plan
Schedule plans control whether swap and drop actions appear on employee schedules.
Go to Global Settings > Scheduling > Schedule plans.
Open an existing plan or create a new one.
In the Workflows section, select Allow shift swap, Allow shift drop, or both.
Assign the appropriate workflows and click Save.
If swap or drop is not enabled in the schedule plan, employees will not see the swap or drop icons, even if they are allowed in Shifts Swap & Drop settings.
How shift drop availability works
Only shifts originally created as Open Shifts become available for other employees when dropped.
Dropped shifts from regular schedules or schedule patterns are removed but do not become open or available shifts.
Approval behavior
Approval requirements are controlled by workflows and may require employee confirmation, manager approval, or both.
If approved, the new shift is assigned and the original shift is removed.
If denied, no schedule changes occur.
Swap requests that would create overlapping shifts are blocked by the system.
Manage configurations
Edit a configuration: Click the pencil icon, update the settings, and click Save.
End a configuration: Click the archive or void icon.
FAQs
Why don’t employees see the swap or drop icons?
Employees must meet both conditions:
They are included in an active Shifts Swap & Drop configuration.
Shift swap or drop is enabled in the applicable schedule plan.
If either is missing, the swap or drop icons do not appear.
What is the difference between Shifts Swap & Drop and schedule plans?
Shifts Swap & Drop controls who is allowed to initiate swap or drop requests.
Schedule plans and workflows control whether swap and drop actions appear on schedules and how requests are approved.
Both are required.
Why doesn’t a dropped shift become available for others?
Only shifts originally created as Open Shifts become available when dropped.
If the shift came from a regular schedule or a schedule pattern, dropping it removes the shift but does not create an open or available shift.
Can I allow only specific employees to swap or drop shifts?
Yes. Use Employee-level configurations in Global Settings > Scheduling > Shifts Swap & Drop to allow swap or drop access for selected individuals only.
What happens if a swap would cause an overlap?
The system blocks the request and displays an error. The swap cannot be submitted.