In RotaCloud, you can give your staff permission to make shift swap requests and shift drop requests. These can then be approved by denied by Admins and Managers.
What are swaps and drops?
Shift swaps allow staff to ask their fellow employees to cover their shifts for them - they can also choose to cover one of the other employee's shifts in return if they like. If agreed by both parties, the request will then go to Admins and Managers for approval.
Shift drops allow staff to request to not work a specific shift they have been assigned. This will then go to an Admin and/or Manager for approval.
Both these features can be enabled in account settings by an Admin user.
Responding to swaps and drops on desktop
Shift swaps and drop requests will highlight via the bell icon in the top right of your screen, and also directly on the rota.
Shifts that have swap requests on will show with an icon of two arrows, and drop requests will have a stop icon.
Click the bell icon and select the swap or drop you'd like to respond to. This will then take you to that request on the Rotas page with a pop-up asking if you'd like to approve or deny.
Responding to swaps and drops on the app
If you have any pending requests, on the app, you'll see a red marker on your menu in the top right - tap on this, then tap 'Requests'.
You'll see a summary of all pending requests, or, you can use the options across the top to see specific types of requests (leave, swaps, etc.). Tap on the request you would like to action.
At the bottom of your screen, tap 'Review' and you'll then be able to approve or deny the request.
What happens when requests are approved/denied?
Denying a swap or drop request means the shifts will remain where they currently are. The symbol (arrows or stop icon) on the shift(s) will show in red to show a request was made but not approved.
Approving a swap request means the shifts will automatically move to the new user(s). The arrows symbol will now be green to show a swap has been approved on the shift(s).
Approving a drop request means the shift will automatically unpublish and move up to the Open Shifts row. The stop symbol will now be green to show a drop request was approved on the shift.
Notifying of employees will be automatic (providing they have this enabled in their settings). Employees will also be able to instantly see what has happened to the shift when they log in to their account.