Employees may need to swap or drop shifts due to availability changes. In CareCentre.io, shift swap and drop requests are managed directly through icons displayed against each shift, allowing managers to quickly review and approve changes. This guide explains how to approve, reject, and monitor shift swap and drop requests.
Understanding Shift Swap & Drop Icons
Shift swap and drop requests appear as icons within the rota, allowing managers to review changes at a glance.
Amber Icon – Indicates a shift drop request submitted by an employee, pending approval.
Green Icon – Shows a shift swap or drop request that has been approved.
Red 'X' Icon – Means the request was rejected by the manager and the shift remains assigned.
How to Manage Shift Drop Requests
1. Identify Shift Drop Requests
Navigate to the Rotas section.
Look for shifts with the amber icon, indicating a pending request.
Click on the shift to view details of the drop request.
2. Approve or Reject the Request
Approve: Click the request and confirm the removal of the shift from the employee’s rota. The icon will change to green once approved.
Reject: Decline the request if the shift must be worked as scheduled. The icon will turn red to indicate rejection.
Employees are notified once their request is processed.
How to Manage Shift Swap Requests
1. Identify Shift Swap Requests
Shift swap requests appear with an amber icon when first submitted.
Click on the shift to view the swap details.
Review the request, including the proposed shift exchange.
2. Approve or Reject the Swap
Approve: The system will automatically update both employees' schedules, and the icon will turn green.
Reject: The original shift assignments will remain unchanged, and the icon will turn red.
Employees are notified of approval or rejection instantly.
Monitoring and Adjusting Shift Requests
1. Viewing All Pending Requests
Managers can scan the rota to see pending swap and drop requests at a glance.
Filters can be applied to highlight shifts with active requests.
2. Manually Reassigning Shifts If Needed
If a request is rejected, managers can manually assign the shift to another employee if needed.
Open shifts can be posted if replacements are required.
Frequently Asked Questions (FAQs)
Can employees swap shifts without manager approval?
No, all swaps must be approved by a manager before being applied.
What happens if a shift drop request is rejected?
The employee remains assigned to the shift, and the icon will turn red to indicate rejection.
Can a swap request involve multiple employees?
No, swaps are processed as one-to-one exchanges between two employees.
How are employees notified of approvals or rejections?
Employees receive an instant notification in their CareCentre.io account when their request is processed.