Shift swaps are a way for employees to trade shifts with each other. This guide covers everything you need to know about swapping and picking up shifts as an employee in ZoomShift.
Not all schedules have shift swapping enabled.
This is a setting that managers can change. If your schedule does not have shift swapping enabled you won’t be able to submit a shift swap request.
Submitting a Shift Swap Request
To request a shift swap just click on one of your shifts when viewing your dashboard in ZoomShift. You will then see a pop-up form like the one below.
You will notice that you can select the employees you want to offer your shift to. The list of employees that you can offer to is filtered based on their scheduled shifts and if they are able to work your shift position and location. So, if you don’t see some employees in the list this is because they are already scheduled or they aren’t assigned to the position or location that your shift is scheduled for.
Once you have selected the employees to offer your shift to and added a reason for wanting to swap your shift you can submit the form.
Once your request has been submitted you will notice that the shift will have a Swap badge. This indicates that the shift has a swap request.
Waiting for Manager Approval
When you request a shift swap it might not automatically get sent to the employees you selected to offer it to. First, the request may need to be approved by a manager. Until the request is approved it will be marked as pending. Only you and managers can see the request when it is pending. If you click on the shift again you can see the status of your request. Once a manager approves or denies your request you will receive a notification. If the request is approved all of the employees that you offered the shift to will also be notified.
Not all schedules require manager approval for shift swap requests.
This is a setting that managers can change. If your schedule does not require approval for shift swaps then your request will be marked as Waiting immediately after you submit it.
Waiting for a Pick Up
Once your request is ready to be picked up by another employee it will be marked as Waiting. This means that you are waiting for another employee to pick the shift up.
Until another employee picks up the shift you are still responsible for the shift and it will show on your schedule. If another employee picks up the shift it will be removed from your schedule and you will receive a notification.
Editing/Deleting a Shift Swap Request
To edit a shift swap request you can just click on the shift. You will then see a pop-up like the one below. To edit the request you can click the Edit button at the bottom of the pop-up. If you want to delete the shift swap you can click the Delete button at the bottom of the pop-up.
Once a shift swap request has been completed employees can not edit or delete the request.
This is so that managers can have accurate shift swap records. If a request needs to be deleted after it has been completed managers can do so.
Picking up a Shift
All shifts that you can pickup will be listed on your dashboard in the Shifts I Can Pickup section. All of the shifts listed here are filtered based on if your are able to work the shift position and location. So, if you don’t see some shifts in this list it is because you aren’t assigned to the position or location that the shift is scheduled for.
To pickup one of these shifts all you have to do is click on it. You will then see a pop-up like the one below. Click the Pickup button to pickup the shift. You will notice that the shift will move to your schedule. The employee that the shift was originally assigned to and your managers will receive a notification letting them know the shift has been picked up.
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