Swapping and Dropping Shifts

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Overview

If you’re unable to work one of your shifts, you can give it to one of your coworkers (drop the shift) or trade shifts with one of your coworkers (swap shifts).

You can also swap shifts from your computer or Android phone.

Things to know before you begin

  • Your employer has the option to disable shift swaps and drops for your workplace.
  • When you create a swap or drop request, the shift is still your responsibility until it is picked up by one of your coworkers.
  • Your employer has the option to require manager approval for shift swap and drop requests. This may delay how quickly a shift is offered to your coworkers.
  • You have the option to offer swaps and drops to all qualified and available users or select specific qualified and available employees. This may cause discrepancies between the swaps and drops offered to different employees.

Swap a shift

  1. From the When I Work Staff Scheduling app, tap My Schedule on the Dashboard.
    Alternatively, you can tap Schedule at the bottom of the screen.
  2. Tap the shift you would like to swap with a coworker.
  3. Tap Swap near the bottom of the screen.Swap button on shift details
  4. (Optional) Add a Message to explain why you want to swap your shift.Swap request details
  5. Under Potential Trades, select the shifts that you’re willing to work in place of your shift. By default, all eligible shifts are selected.
    The app shows shifts that are eligible to swap with your shift over the next two weeks. A shift is eligible if you and the other employee are both qualified (based on position and location) and available to take each other's shifts.

    • If you don’t want to trade for a specific shift, tap the shift to remove the Checkmark button.
    • Tap Select All to select all potential trades.
    • Tap Select None to clear the Checkmark button from all potential trades.
  6. When you’re ready to send the swap request, tap Send in the top-right corner of the screen.
  7. Tap Save to confirm that you want to send the request.

That’s it! Your request has been sent.

  • If your employer requires manager approval for swap requests, the request status will be Pending until your manager approves.
  • Once your request is visible to your coworkers, the status changes to Waiting until someone accepts the request.
  • If a coworker accepts your swap request, the status changes to Completed, and the shift is no longer your responsibility.
Shift Responsibility

It’s still your responsibility to work the shift until one of your coworkers accepts the trade.

Drop a shift

  1. From the When I Work Staff Scheduling app, tap My Schedule on the Dashboard.
    Alternatively, you can tap Schedule at the bottom of the screen.
  2. Tap the shift you would like to drop.
  3. Tap Drop near the bottom of the screen.Swap button on shift details
  4. (Optional) Add a Message to explain why you want to drop your shift.Drop shift details
  5. Under Potential Takers, select the coworkers that you’d like to offer your shift to. By default, all eligible coworkers are selected.
    The app shows employees that are qualified (based on position and location) and available to take your shift.

    • If you don’t want to offer your shift to a specific coworker, tap the person’s name to remove the Checkmark button.
    • Tap Select All to select all eligible coworkers.
    • Tap Select None to clear the Checkmark button from all eligible coworkers.
  6. When you’re ready to send the drop request, tap Send in the top-right corner of the screen.
  7. Tap Save to confirm that you want to send the request.

That’s it! Your request has been sent.

  • If your employer requires manager approval for drop requests, the request status will be Pending until your manager approves.
  • Once your request is visible to your coworkers, the status changes to Waiting until someone accepts the request.
  • If a coworker accepts your drop request, the status changes to Completed, and the shift is no longer your responsibility.
Shift Responsibility

It’s still your responsibility to work the shift until one of your coworkers takes it.

Monitoring your swap and drop requests

Once you’ve submitted a swap or drop request, you can use the Requests view to keep track of your current and past requests

  1. From the When I Work Staff Scheduling app, tap Requests & Time Off on the Dashboard.
  2. Review the list of requests.Requests list

Each request has a status:

StatusPending/New
Description The request is waiting for approval from management.
StatusWaiting
DescriptionThe request is waiting for a response from another employee.
StatusExpired
DescriptionThe specific day regarding the request has passed; no one accepted or declined it in time.
StatusDeclined
DescriptionThe employee that received the request declined it.
StatusDenied
DescriptionThe request was denied by management.
StatusCanceled
DescriptionThe manager or the user that created the request has canceled the request.
StatusAccepted
DescriptionThe request has been approved by management.
Time off requests only.
StatusCompleted
DescriptionAn employee has accepted the request.
Swap, drop, and Shift Alert requests only.
Status Description
Pending/New  The request is waiting for approval from management.
Waiting The request is waiting for a response from another employee.
Expired The specific day regarding the request has passed; no one accepted or declined it in time.
Declined The employee that received the request declined it.
Denied The request was denied by management.
Canceled The manager or the user that created the request has canceled the request.
Accepted The request has been approved by management.
Time off requests only.
Completed An employee has accepted the request.
Swap, drop, and Shift Alert requests only.

Cancel a request

  1. Tap the request that you want to cancel.
  2. Near the bottom of the screen, tap Cancel.

Message a request’s recipients

  1. Tap the request.
  2. Tap the message text.
  3. Send your message.
Updated on September 19, 2017

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