Shift Swaps and Open Shifts Overview

Shift Swaps and Open Shifts are valuable tools in RosterElf, streamlining the rostering process by allowing employees to manage shift availability and fill open shifts independently. These features use advanced technology to consider staff availability, leave status, and existing rosters, reducing the need for last-minute roster changes and saving businesses significant time each week. With Shift Swaps, staff can request changes when they cannot work, while Open Shifts allow managers to offer unassigned shifts to eligible employees. Here’s a detailed look at each feature and how it works.

1. Shift Swaps

Shift Swaps enable employees to request replacements when they cannot work a shift they are rostered for. Rather than contacting a manager directly, employees can initiate a swap request via RosterElf, which alerts qualified team members to nominate themselves for the shift. Managers then review and approve candidates, ensuring a smooth transition without disrupting operations.

1.1. Shift Swap Workflow

1.1.1 A manager publishes a roster.

1.1.2 An employee realises they cannot work a scheduled shift and submits a shift swap request on RosterElf.

1.1.3 An email is sent to qualified staff for the same position at the site, allowing them to tap Nominate for Shift to volunteer.

1.1.4 Each nomination generates an email to the manager, who can approve or decline nominations via email or the RosterElf Dashboard.

1.1.5 After approval, RosterElf updates the roster automatically, notifying the original requester and other nominees of the decision.

2. Open Shifts

Open Shifts allow managers to post unassigned shifts, inviting qualified staff to nominate themselves. This feature is useful when managers are uncertain about shift assignments. Eligible employees receive an email notification and can volunteer for the shift, streamlining scheduling without direct manager involvement.

2.1. Open Shift Workflow

2.1.1 A manager creates a roster with one or more unassigned shifts.

2.1.2 RosterElf emails all qualified staff for the position at the site, allowing them to select Nominate for Shift to express interest.

2.1.3 Each nomination sends an email to the manager, who can approve or decline candidates through email or the Dashboard.

2.1.4 Once approved, RosterElf updates the roster and notifies all nominees about the outcome.

3. Management Approval

Both Shift Swaps and Open Shifts require management approval. This gives managers control over staffing decisions based on wage budgets, skills, and other criteria. This flexibility ensures managers can select the most suitable candidate while maintaining roster stability.

Frequently Asked Questions about Shift Swaps and Open Shifts

1. What is the difference between Shift Swaps and Open Shifts in RosterElf?
Shift Swaps allow employees to request replacements when they can't work a scheduled shift, while Open Shifts let managers post unassigned shifts for qualified staff to volunteer for. Both features streamline rostering and save time by minimising the need for last-minute changes.

2. How does the Shift Swap process work in RosterElf?
When an employee can’t work a shift, they request a swap through RosterElf. Qualified staff receive notifications and can nominate themselves to cover the shift. Managers review and approve nominations, ensuring a smooth shift change without disrupting operations.

3. How are Open Shifts managed in RosterElf?
Managers post unassigned shifts as Open Shifts, notifying eligible staff who can then volunteer to cover the shift. Managers review nominations and approve suitable candidates, streamlining scheduling with minimal direct involvement.

4. Do Shift Swaps and Open Shifts require management approval?
Yes, both Shift Swaps and Open Shifts need management approval to finalise staffing. This ensures managers maintain control over scheduling decisions, taking factors like wage budgets and skills into account.

5. How does RosterElf notify employees of Shift Swaps and Open Shifts?
RosterElf sends emails to qualified employees when a Shift Swap or Open Shift is available. Employees can volunteer by tapping Nominate for Shift, and the system then updates everyone involved once the shift is approved.