Request Shift Swaps from My Calendar

Note: This information applies to submitting swap shift requests from My Calendar. If you are using My Schedule for employee self-service, see Request Shift Swaps from My Schedule.

Employees can request to swap a scheduled shift with a shift that is scheduled for another employee.

You submit shift swap requests Employees can exchange their scheduled shift with a shift scheduled for another qualified employee. using the Request Shift Swap panel, which you can open from these places in UKG Pro Workforce Management:

The Request Shift Swap panel simplifies the process of selecting the shifts you want to swap. In this activity, the person making the request is called the requester, and the person to whom you are offering your shift is called the recipient. Note that the layout of and available features on the Request Shift Swap panel depend on how shift swap requests and multiple assignments employees have been configured for your organization.

If multiple assignments have been enabled in your organization, the Assignment field displays your primary assignment, but it can be changed. All of the shifts displayed on the Request Shift Swap panel are associated with the selected assignment. For example, if you have two assignments, one for pediatric nursing and the other for surgical nursing, if pediatric nursing is selected on the Request Shift Swap panel, surgical nursing shifts are not displayed.

Depending on how your organization has configured swap requests, you might have multiple swap request types from which to choose.

  • Note: Swap is available only if there is an open employee visibility period Defines both the period when employees can submit requests (submission period) and the period when those request can be applied (request period). for the assignment associated with the shift you want to swap.

    • To submit a shift swap request:

    1. Open the Request Shift Swap panel from the Manage My Schedule tile, My Calendar, or the Location Schedule:
      • From the Manage My Schedule tile:
        •  Click Tap Home  > Manage My Schedule > Swap my shift .
      • From My Calendar:
          1. Open My Calendar using one of these methods: 
            • Click Tap Home  > My Schedule > View My Schedule .  
            • Click Tap Main Menu  > My Information > My Calendar.
          2. Open the Request Shift Swap panel using one of these methods:
            • Click Tap New Request  then select Swap.
            • Right-click a day in the future then click tap Swap . (You might have to click tap More Actions to display Swap .)
            • Note: Starting the swap request from a date on My Calendar that has a shift preselects that shift for your swap request. You cannot change the shift in this situation (though you can always cancel the request and start again). If you would prefer the flexibility of being able to change shifts while you create the swap request, use the New Request  menu instead.
        • From the Location Schedule:
            1. Open the Location Schedule using one of these methods: 
              • Click Tap Main Menu  > My Information > My Location Schedule.
              • From My Calendar, click tap Location Schedule .

            2. (Optional) Change the assignment in the Assignment field.

            3. Click Tap New Request  then select Swap to open the Shift Swap Request panel.
    2. In the Request Shift Swap panel:
      1. If available, in Assignment, choose the assignment associated with the shift you want to offer for your swap. Your primary assignment is displayed by default.
      2. Note: If you selected a scheduled shift to swap, the assignment is displayed but you cannot change it; however, the available types of swap requests displayed in the following step are based on the assignment associated with the scheduled shift you selected.
      3. If your organization has configured different types of swap requests, select the desired swap request type and click tap Apply.
      4. The Request Shift Swap panel refreshes to display all your shifts for the selected assignment that can be swapped. These shifts are displayed by date in ascending order. If you opened the Request Shift Swap panel directly from a calendar date that has a shift, only that shift is displayed.
      5. Select the shift you want to swap.
      6. The Request Shift Swap panel refreshes to display summary information about your shift, and all the shifts that are available to swap that match the job and location of the shift you are swapping.
      7. (Optional) Click Tap Add Comments .

        Comments identify the reason for the request. The comment is part of only the schedule request; it is not associated with the shift or the paycode A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick..

        Select a comment from the Type drop-down list. Optionally, enter a note for the comment. You can enter more than one comment and note. 

        Click Tap Add. 

      8. Colleagues' shifts are displayed by date in ascending order. Select the colleague's shift you want to swap, or use one of these tools to filter the list of available shifts:
        1. The Available Shifts field controls which colleagues' shifts are displayed. By default, it is set to All employees and displays all the colleagues associated with your , but you can change it so the panel displays the available shifts from only one employee.
        2. (Optional) Click Tap Refine  to filter shifts as follows:
          • Display shifts in another month:

             Previous — Show the previous month.

             This Month — Show the month that includes today.

             Next — Show the next month.

          • Select Locations to display only shifts for a certain location. You can use the Ctrl key to select multiple locations.
          • Select Jobs to display only shifts in the selected locations with a certain job. You can use the Ctrl key to select multiple jobs.
          • Note: The locations and jobs displayed in these fields are based on the job transfer set associated with the assignment if your organization has enabled multiple assignments. Otherwise, values for these fields are based on the job transfer set of the employee making the swap request.
          • Select Shift Start or Shift End to display only shifts with specific start and end times.
          • Click Tap Apply to apply the filter. 
         
      10. If the filter displays the expected results, you can select the shift you want to swap. Otherwise, click tap the Refine  to reset the filter to the default settings.

      11. Select the shift that you want to work.

        • Recommended shifts display an icon () and describe the reason the shift is recommended (the shift is often swapped on a particular day, for example).
        • (Optional) Click Tap View Details . Review the details about the shift's date, times, segments, and employees who are working that shift. Use the left and right scroll buttons at the top of the Shift Details panel to view details of other shifts. Click Tap OK to close the Shift Details panel when you are done.
      12. Click Tap Submit. 
      13. The Request Shift Swap panel refreshes to show a summary of the shift you offered to swap, the colleague's shift you want to swap with, and any comments and notes you might have entered with the swap request.
    3. In the Request Shift Swap panel, click tap one of the following:
      • OK to submit the request.
      • Cancel Request to cancel the request.
    4. Note: Requests are submitted to the reports to manager associated with the assignment for the shift that is being swapped, and not to the employee's reports to manager.

    Shift swap requests can become invalidated after you submit the request, but before it is approved, in these circumstances:

    • The manager changes the assignment associated with either shift involved in the swap request.
    • The manager changes the primary job associated with the assignment.

    In both cases, both the requester (you) and the recipient are notified of the request's invalidation.