Tag: swap

This article applies to members who submit a swap request, the other member who agrees to complete the swap (or cover) as well as a Scheduler who may approve the swap.

About Shift Swaps/Covers (Drops)

The swap/cover feature allows a member to:

• Swap (trade) a shift with another member or
• Have another member cover a shift

Note: The process may vary slightly depending on the settings within your organization’s eSchedule account.

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3 Steps to Complete a Shift Swap

1. Member #1 initiates a shift swap or cover.
2. Member #2 is notified (assuming shift swap notifications are turned on within the member profile). Member #2 logs in to eSchedule and approves the shift swap or cover.
3. If applicable, final approval is required by a Scheduler or Administrator.

Initiating a Shift Swap

Note: You may only swap a shift with a member that is cleared to work the scheduled position (and vice versa).

1. Click on your existing shift on the schedule.
2. Click “Swap”.
3. Select the name of the member who you wish to swap with.
4. Click “Swap a shift with me”.
5. In the pull-down, select the shift that you wish to swap with. Note: if the shift is not in the pull-down, you may need to alter the search date(s) and click “Go”.
6. Click “Continue”.
7. If you and the other member are swapping the entire shift, click “Submit”. If you’re swapping only a portion of the shift, update the times accordingly and click “Submit”.

At this point, the member you are swapping with will be notified via e-mail and/or text (assuming they have shift swap notifications active in their member profile).

Initiating a Shift Cover

Note: You may only initiate a shift cover with a member that is cleared to work your scheduled position.

1. Click on your existing shift on the schedule.
2. Click “Swap”.
3. Select the name of the member who you wish to swap with.
4. Click “Cover my shift”.
5. Click “Continue”.
6. If you the other member is covering the entire shift, click “Submit”. If the other member is only covering a portion of the shift, update the times accordingly and click “Submit”.

Approving a Shift Swap or Cover (Member)

1. Navigate to Schedule > My Swaps.
2. Depending on the date of the shift(s), you may need to alter the date range and click “Refresh”.
3. In the row that contains the shift you’re agreeing to swap/cover for, click “Go”.

At this point, upon approval, the member that initiated the swap/cover will be notified of your approval (assuming they have shift swap notifications active in their member profile) as well as the Schedulers/Administrators (if applicable).

If you reject the swap/cover request, the member that initiated the swap/cover will be notified.

Approving a Shift Swap or Cover (Scheduler / Administrator)

1. Navigate to Schedule > My Swaps.
2. Depending on the date of the shift(s), you may need to alter the date range and click “Refresh”.
3. The default display for the report will show swaps with a status of “Pending Admin”. These are swap requests that have been accepted by the 2nd member swapping. To view all swap requests, change “Status” to “All” and click “Refresh”.
4. In the row that contains the shift(s) that you wish to approve or reject, select the appropriate option and click “Go”.

Upon approval (or rejection), both involved members are notified via e-mail and/or text (assuming they have shift swap notifications active in their member profile).

The schedule is automatically updated with any approved changes.

When employees swap shifts and the swap has been Accepted, comments are automatically inserted into the “Shift Notes” field. Example: Shift traded with Jane Doe, 10/6/21 – Crew 851 BLS