Shift Trading

If you want to swap shifts with another employee, you can submit a shift trade request in SchedulePro.  The trade request will first go to the employee from whom you requested the trade; if that employee accepts, it will be passed to your manager for final approval.  Note that employees must be granted the ability to submit a shift trade request by a manager or administrator on the employee profile page, so if you don’t see this feature it’s because you don’t have permission.

How to get there:

Home > Trade Requests

In this article:

1) Submitting a Shift Trade Request

2) Checking a Shift Trade Request Status

3) Responding to a Shift Trade Request

Submitting a Shift Trade Request

To submit a new shift trade request, go to your homepage > Trade Requests.  You’ll see a table listing all your past and pending shift trades, or the message “No data to display” if you haven’t submitted any shift trade requests yet.

Click on the “New” button to the top left of the table.  This will take you to the following screen:

Here’s a breakdown of the fields shown above:

Employee #2 – Choose from a drop-down of your colleagues to find the employee you want to trade with.

Start Date – All of your and the other employee’s shifts for 2 weeks after this date will be displayed.

Table of shifts – In the left column, check the shift(s) you want to give to the other employee.  In the right column, check the shift(s) you want to take from the other employee.

If you do not have an approval manager and/or receive an error when you try to submit your leave request, contact your scheduler or system administrator.  A system admin must assign you an approval manager before you can submit a trade request.

When you’re done, hit “OK”.  Sometimes, it turns out that the shift trade would result in a rule failure.  This means that if you and the other employee swapped the selected shifts, it would lead to a work conflict or a violation of your organization’s labour rules.

If you see a failure message when trying to submit a shift trade request, do not submit it unless you’ve cleared the shift trade already with your approval manager.  There may be some cases where rule failures can be safely ignored; however, you shouldn’t submit a failing shift trade request unless you know for sure.

If there are no rule failures, though, your shift trade request will be submitted and appear under the table of existing trade requests as “Pending”.

Checking a Shift Trade Request Status

Any time you want to check the status of a trade request, you can go to the Trade Requests page.  If it shows up as “Pending”, either the other employee hasn’t responded yet, or the other employee has accepted it and it’s now awaiting manager approval.  If it shows up as “Declined”, then either the other employee or your approval manager has declined the shift trade.  If it shows up as “Approved”, then both the other employee and your approval manager have accepted the trade.

At every step in the process, you’ll receive messages informing you of the current status.  When the other employee acts on the trade, you’ll get mail indicating whether they accepted or declined.  Similarly, both you and the other employee will be informed of the approval manager’s response via the mail system.  You can view your messages at any time by going to your homepage and from there to “View Messages”, or by clicking on “View All Messages” under the mail system drop-down on the navigation bar.

Responding to a Shift Trade Request

When another employee submits a request to trade shifts with you, you’ll be notified through the mail system.  You can view the request either by clicking on it directly from the mail system drop-down menu or by clicking on the “View” magnifying glass icon from your inbox.  This will show you the details of the trade request and allow you to accept or decline.

If you decline, the trade will go no further.  If you accept, it will be passed to the other employee’s manager for final approval.  You will be notified of the manager’s decision as well, but note that this shift trade will not show up in your list of past trades on the “Trade Requests” page.


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