Approve a shift swap
Approve or decline a swap two of your team have agreed, on the web, and see the swaps already decided.
On this page
When someone asks a colleague to take their shift and the colleague accepts, the swap waits for a manager, unless your restaurant has switched that step off. Nothing moves on the rota until you approve. The page for this is on the web.
On the web
Go to Rota & team, then Swaps & open shifts
- Pick the location, or all locations to see every swap waiting across the ones you manage.
- Look under Awaiting manager approval. Each row has who the shift is From and To, the Shift date, Time and Area, and when it was asked for and accepted.
- At the end of the row, press Approve or Decline. It says Swap approved or Swap declined.
To approve several at once, tick their rows and use the approve button that appears for the selection.
What happens next
- Approved: the shift moves to the colleague on the rota straight away, costed at what they are paid. Both people are told.
- Declined: the shift stays with the person who asked. Both people are told.
- The row moves to Recent history, which records the status, when it was decided and who decided it.
If you would rather move the shift yourself, edit it on the rota instead: Edit or remove a shift. That cancels the swap that was waiting.
If it doesn’t work
- “No swaps awaiting approval.”
- Nothing is waiting. A swap only arrives here after the colleague has accepted it. One that is still with the colleague is not listed.
- “Couldn’t approve the swap”, with “Recipient has an overlapping shift”
- Since they accepted, the colleague has been given another shift at that time on a published rota. Decline the swap, or change the other shift first.
- “Couldn’t approve the swap”, with “Recipient has approved time off overlapping this shift”
- The colleague now has approved time off then. Decline the swap.
- “That swap was cancelled.”
- The shift was changed or removed while the swap was waiting, which ended it.
- There is no Swaps & open shifts page
- You have neither the “Approve shift swaps” nor the “Offer out open shifts” permission. An Admin can switch them on for a Supervisor or a manager.
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