This article is designed for: User Type: Admins or Managers Device: Web Browser (Computer)

Alt: Managing Shift Swap Requests from a Smartphone

This feature needs to be enabled from the Settings >Roster > Shift Swaps tab before shift swaps can occur. 

Key Points

  • Employees can request shift swaps up to 48 hours (default) before their shift commences. 
  • Once a shift swap has been requested, ClubsHR's perfect match system will (if possible) find an available and qualified replacement for the shift and notify managers. 
  • The shift swaps block is located on the top right of the dashboard.


As you can see in the image above, there are two shift swaps at different stages. 
The First one requested by Ben has yet to have another staff member accept the shift, while the shift swap Lana has requested is pending approval as Santa has confirmed that he wants the shift. 



1. Click on a shift swap you want to review from the dashboard. A popup window will appear with the information about the shift swap request. 

2. Click Approve or Deny. Both staff members will be notified. Alternatively, by clicking replace, you can select your own replacement for the shift swap request.



Choosing a replacement staff member  

  • The shown list is the staff that are qualified within ClubsHR to work in this position
  • Staff who are available and not already rostered on will show up as green
  • Staff showing up as red are either unavailable on that day or already rostered.


1. You can choose from the staff shown in green to confirm the shift swap. (Note: you can also select All Employees and choose any of your other staff for this task, but it is not recommended)

2. Once you have chosen, click the Select and Notify button in the bottom right corner of the popup window, and both staff will be informed of the swap.



Selecting a staff member for replacement when there is no replacement assigned

1. Click on the unassigned shift swap. A popup window will appear with the details of the shift swap.

2. You have the option to deny the shift swap.

3. If not, click the Find Replacement button, and the same window as above will appear where you can select from the staff who are showing up as available (green). 

4. Click Select and Notify, and the staff members will be informed of the swap.



Once you have actioned the shift swaps in the pending tab of the shift swaps block, they will be moved to the archived tab. Information about who actioned the swap and on what date can be found when you click on one of the swaps in the archived tab. 




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