Support / Managers
Requests and swaps
Approve day off, late starts and sick notes, and handle swaps and pickups.
Where do I see what needs my attention?
The Requests page. Pending requests are at the top, oldest first by default, with anything urgent such as a sick request marked clearly. The number beside Requests in the sidebar is how many are waiting.
How do I approve or deny a request?
Open Requests and press Approve or Deny on the request. For a sick request, press Acknowledge. For a later start you can change the time you approve before you press Approve. Your staff member gets a WhatsApp message with the outcome.
What happens when a day-off request needs a replacement?
Approve it with needs replacement and the shift is posted to the swap marketplace. Staff see it as an open shift they can pick up.
How does shift pickup work?
A staff member claims an open shift, then it appears on Requests for you to confirm or deny. Nothing changes on the roster until you do, unless you've turned on auto-approve.
How do two colleagues swap shifts?
A staff member sends /directswap, picks their shift, then the colleague and the shift they've agreed to trade. The colleague accepts or declines, then it comes to you to confirm. Staff only see colleagues who do the same role (or can cover it) and whose shift they can work with no clash. If someone is missing from the list, that is why. Turn Direct swaps on in Settings, under WhatsApp Notices.
Can I swap two people's shifts myself?
Yes. Click a shift on the Roster, choose Swap this shift with someone else's, and pick the other shift. It happens straight away and both people get a WhatsApp message.
What if I'd rather not approve every swap?
Turn on auto-approve for swaps in Settings, under WhatsApp Notices. Swaps and release claims then go through without your tap.
Where do I find old requests?
Resolved requests stay at the bottom of the Requests page, with the outcome beside each one.
Why do requests expire?
Once a shift is inside the request cutoff you set, waiting requests and unclaimed swaps expire and staff are told. You can still change things yourself in the dashboard.
Not here? Email cameron@opshifts.com.