Swap or give away a shift

What this achieves

A swap offers one of your shifts to a colleague, either in exchange for one of theirs or given away outright. Your colleague accepts first, then your manager approves, so cover is agreed between you before anyone signs it off.

Required role: Any signed-in user.

Steps

Go to Time & Attendance → My Schedule.
Find the shift under Upcoming shifts and select the swap action.
To give the shift away rather than exchange it, switch on Give my shift away (don’t take one in return).
Choose a colleague’s shift to swap for, or a colleague to give the shift to.
Add a Reason if it helps, which is optional.
Select Send request.

Two stages, not one

A swap passes through your colleague and then your manager. It is not approved by either alone.

Option	Description
Awaiting colleague	Your colleague has not yet accepted or declined.
Awaiting manager	Your colleague accepted. Your manager has still to approve.
Approved	Both have agreed. The shifts move.
Rejected	Declined at one of the stages.
Cancelled	Withdrawn.

Example: Tom Hargreaves offers a Saturday shift to a colleague at HC Corp UK Ltd. The colleague accepts, which sends it to their manager — the shifts do not move until the manager approves.

Nothing changes on the roster until the request is approved. Do not assume a shift is covered because a colleague said yes.

The three request types

Option	Description
Swap	You exchange your shift for one of theirs.
Give away	You hand your shift over and take nothing in return.
Open-shift claim	You claim a shift nobody is assigned to.

Claiming an open shift

Open shifts appear under Open shifts you can claim. Whether claiming needs sign-off depends on how the schedule was set up: some schedules require approval to claim, in which case your claim goes for approval rather than taking the shift immediately.

Example: if HC Corp UK Ltd’s warehouse schedule requires approval to claim, Tom Hargreaves selects Request to claim and the shift is held until a manager decides.

Requests coming to you

When a colleague offers you a shift, it appears under the swap requests on your schedule, showing whether they want to swap with you or give you a shift. Accept sends it to the manager; Decline ends it.

Accepting commits you if the manager approves, so treat it as agreeing to work the shift rather than as expressing interest.

Confirming shifts

Shifts on your schedule can be confirmed, which acknowledges you have seen them. Confirming is not the same as a swap and does not change who works the shift.

What happens next

An approved swap moves the shifts on the roster and both schedules update. Because the roster is the baseline attendance reconciles against, working a shift you swapped into is judged against the shift you now hold. If a swap is not approved in time, the original assignment stands and you are expected to work it.