Introduction to Shift Swaps and Open Shifts

Shift Swaps and Open Shifts are two simple-to-use features with a lot of behind-the-scenes technology that checks who's on leave, who's already rostered on and what availability staff have, which saves businesses a significant amount of time every week.

You no longer need to drop everything to shuffle staff on the roster when staff call up saying they can't do a shift or waste time thinking about a roster that you are unsure who to place on a particular shift.

Below is an overview of each of these features and how they work.

Shift Swaps

Shift swaps are when staff have been rostered onto a shift in a published roster and can no longer do the shift. Instead of calling a manager and asking them to change the roster, ClubsHR can offer the shift up to staff qualified to work the same position at the same site.

A shift swap workflow would be:

1. A manager publishes a roster, and one of the staff notices a shift they are no longer available for.
2. They submit a shift swap request from their smartphone or computer.
   
   
   
   
3. An email is sent to all staff that can work the same position and work at the same site. Those staff can tap Nominate for Shift to nominate themselves for the shift.
   
   
   
   
4. A separate email is sent to the site manager each time a staff member nominates themselves, and that email has an accept or decline button in the email. Alternatively, the manager can log into ClubsHR from their smartphone or computer and view all the Available Candidates from the Dashboard.
   
   
   
   
5. Once the manager has decided on the shift swap, whether that is to accept one of the Available Candidates, choose someone else who hasn't nominated themselves, or decline the swap - ClubsHR will notify the original staff member that requested the swap on whether it was approved or denied. All staff that nominated themself will also get informed with either an approval or decline message.
6. If approved, the roster will be updated automatically.

Open Shifts

Open Shifts are shifts placed on the roster without a staff member assigned. When publishing the roster, if you have enabled Open Shifts, the shift will be offered to staff qualified to work the position at the site.

An example of an open shift workflow would be:

1. A manager publishes a roster and is unsure who to place on the roster for one or more of the required shifts.
   
   
   
   
2. An email is sent to all staff that can work the position at that site. Those staff can tap Nominate for Shift to nominate themselves for the shift.
   
   
   
   
3. A separate email is sent to the site manager each time a staff member nominates themselves, and that email has an accept or decline button in the email. Alternatively, the manager can log into ClubsHR from their smartphone or computer and view all the Available Candidates from the Dashboard.
   
   
   
   
   
   
4. Once the manager has decided on the open shift, whether to accept one of the Available Candidates or choose someone else who hasn't nominated themselves - ClubsHR will notify all staff that nominated themself with either an approval or decline message.
5. The roster will be updated automatically.

Both shift swaps and open shifts require management approval, allowing managers to select the most suitable candidate. You control whether that decision is based on wage budgets, skills, or otherwise.