📋 Taskly App: Shift Swap Request Guide

Taskly App allows team members to manage schedules efficiently. One essential feature is the Shift Swap Request, which helps employees trade shifts when necessary. Shift swaps allow employees to exchange shifts with their coworkers, promoting work-life balance while maintaining coverage.

🔄 What Is a Shift Swap Request?

A Shift Swap Request is a formal request initiated by one employee (requester) to trade their scheduled shift with another team member (recipient). This helps accommodate personal conflicts, availability issues, or last-minute changes.

👤 Who Can Request a Shift Swap?

• Team members (employees) who are assigned to a shift
• Only users within the same team and group
• The requester must have an assigned shift
• The recipient must also have a shift on the same schedule that is eligible for swapping

❗ Managers can configure permissions in the Teams Admin Center to allow or restrict shift swapping.

Process:

• Request Creation:
  • Employee A requests to swap a shift with Employee B.
  • Employee B receives a notification and can accept or decline the swap.
• Approval Workflow:
  • If Employee B accepts, the request is sent to the manager for final approval (depending on organizational settings).
• Finalization:
  • Once approved, the shift swap is updated in the schedule, and both employees are notified.

Scenarios:

• Employees needing to adjust work schedules due to family responsibilities.
• Coworkers agreeing to trade shifts for personal convenience.

Managerial Control:

• Managers can specify conditions for swaps, such as skill requirements or certifications (e.g., ensuring a licensed nurse is always on duty).
• Managers can set deadlines for swap requests (e.g., swaps must be requested 24 hours before the shift).

Managerial Control and Oversight

description: Administrative tools for managing shift swaps with approval workflows, conflict checks, and compliance tracking

Managerial Control and Oversight

Approval System

Customizable Approval Levels

🛠️ How It Works: The Workflow

🔁 Step-by-Step Process

1. Open the Shifts app in Taskly app.

2. Go to your schedule and find the shift you want to swap.

3. Click on the shift → Request Swap.

4. Choose the teammate and the shift you want to swap with.

5. Add optional notes and click Send Request.

6. The recipient receives a notification in Teams and can view the swap details.

7. The recipient can accept or decline the request.

8. (Optional) If manager approval is enabled, the manager reviews the request.

9. Once approved by all parties:

   • The original and new shifts swap automatically.

   • Both users are notified of the update.\

⚙️ Permissions & Settings

• Managers/Admins can control:

  • Who can initiate swap requests

  • Whether manager approval is required

  • Which shift types are eligible for swaps

• Admins can configure this via:

  • Taskly App Admin Center

  • Shifts policy settings

🧾 Statuses of a Swap Request

✅ Summary

• Shift swap is a vital tool for flexibility.

• Must be within the same group and schedule.

• Manager approvals can be enabled.

• Automated scheduling updates ensure real-time accuracy.