Staff
Swapping, giving away and picking up shifts
You can ask a colleague to take your shift, trade shifts, or say you cannot work a shift. Your manager approves each request. You stay on the shift until your manager decides.
For time off, see Leave requests.
How do I ask someone to take my shift?
In the Roz app:
- Tap the shift to open it.
- Tap Request a swap. The Who should take it? list opens.
- Choose who should take it:
- Tap Leave open to offer the shift to the team.
- Tap a name to ask one person.
- Type in Or type a name to find anyone in your business.
- Add a note if you want, then tap Send.
On the web:
- Open Shifts and select the shift.
- Select Swap.
- In Who should take it?, choose Leave open (anyone free can pick it up), a name under Give my shift to, or a name under Give my shift to someone else.
- Add a reason if you want, then select Request swap.
You can also ask Roz, for example: “Can Bailey take my Saturday shift?”
Can I ask anyone, even someone who is busy?
Yes. No one is blocked. The list shows the people in the shift’s role first. A typed name finds anyone in your business.
A note next to each name tells you why they might say no, for example Works at that time, On leave, Other role or Other site. A name with Free that day has no shift that day. Your manager checks every swap.
How do I trade shifts with someone?
When the person you pick works that day, the app asks how you want to swap:
- Swap for their shift: you take their shift and they take yours.
- Give them your shift: they take your shift and you get no shift back.
On the web, choose a shift under Swap my shift for in the Who should take it? list.
What happens after I send a swap?
- The person you asked gets a notice. They can accept it in their app.
- Your manager approves or declines the swap. Your manager can approve it before the colleague accepts.
- You get a notice with the decision. If your manager declines, the notice can include a reason.
If you chose Leave open, your manager approves it first. Then the shift goes on the Pick up board, and anyone free can take it. You stay on the shift until someone takes it.
What if a colleague asks me to take their shift?
In the app, open the Requests tab. Requests for you are under Asked of you. Tap Accept this shift.
On the web, open Shifts and find Offers & requests. Select Accept.
Your manager still approves the swap after you accept.
How do I say I can’t make a shift?
- Open the shift.
- Tap Can’t make it.
- Add a reason and tap Send.
If the shift is soon, you may have to give a reason. Your manager sets how soon that is. You stay on the shift until your manager approves.
How do I answer a shift my manager offers me?
An offered shift shows Accept and Decline.
- Accept puts the shift in your shifts. Your manager is told.
- Decline is final. The shift goes to the team to pick up, and your manager is told. In the app, you can add a note.
You cannot accept a shift at hours you already work, or on a day you have approved leave.
How do I pick up an open shift?
In the app, open the Requests tab and find Pick up a shift. On the web, open Shifts and find Pick up a shift.
- Pick up gives you the shift at once. Your manager is told.
- Ask to pick up sends the shift to your manager to approve. You get a notice when they decide.
You cannot pick up a shift at hours you already work, or when you are on leave. The shift then shows why. On the web, shifts at other sites show under Other sites.
How do I take back a request?
While your manager has not decided, open the shift and tap Withdraw request. You can also tap Withdraw on the request in the Requests tab. Your manager is told. Nothing changes on the roster.
How do I swap between three or more people?
Sometimes no one person can take your shift, but a chain of swaps works. In the app:
- Open the shift and tap Request a swap.
- Tap Organise a swap with Roz. Roz opens with a message ready for you.
- Send the message. Roz plans the chain and opens a group chat in Comms with your manager.
- Your manager checks the plan. Then everyone in the chain joins the chat and gets Yes and No buttons.
- When everyone says yes, your manager tells Roz to apply the swap.
Nothing on the roster changes until your manager says yes. Your manager can answer for a person who has no app login.
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