SHIFT SWAPS / APPROVAL / COVERAGE
A shift swap is only complete when coverage is still safe.
A quick trade in a group chat can leave a role uncovered or create a schedule nobody can trust. Use a short request-and-approval loop before the change becomes official.
A four-step shift-swap workflow
Record the original shift, role, date and reason for the request.
A precise original assignment makes the request easy to check and trace.
Check the proposed replacement’s availability, skills and working limits.
The replacement needs to be available and suitable for the role, not simply willing.
Have the owner approve the change before treating it as confirmed.
Approval protects coverage and makes the owner’s decision clear.
Update and republish the current rota so the whole team sees the same answer.
An unrecorded swap leaves old copies circulating and creates a second problem.
Check role coverage before approving
Use the role coverage workflow and the coverage calculator to check the affected period. Then use the shift-swap policy template to set consistent rules.
Make the approved change visible
Tell the original person, replacement and manager which rota is current. Include the effective date and any handover note so the team does not have to reconstruct the trade.
A calmer workflow for small teams
Shift Helper is being designed to keep availability, coverage, approvals and the published rota connected instead of scattering swaps across messages.
See the product workflow → · Small-team scheduling → · Join early access →