Shift Swapping Guide in NextGen Workforce

Overview

The Shift Swapping Module allows employees to trade shifts with their coworkers, providing greater scheduling flexibility. This guide explains how to request, approve, and finalize a shift swap step by step.

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Prerequisites

Before using the Shift Swapping Module, ensure the following:

• Predefined Shift Templates: Managers must create and assign shifts in advance within the scheduling tool.
  
  
• Employee Access: Employees must have access to the web interface or portal to view their schedules and initiate swap requests.

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Step 1: How to Request a Shift Swap

Case: Employee (John) Requests a Shift Trade

1. Log into the NextGen account: Use your credentials to log into the system.
   
2. Access Your Schedule: Navigate to “My Schedule”: Schedule Calendar
   
   
3.  Initiate a Swap Request
   
   • Open the Swap Request Page: Request Trade/Swap
     
     
4. Select the Shift to Swap
   

• • Click on the shift you want to swap from your schedule.
  • Click “Trade Shift” to initiate the request.
  • Select available shifts from coworkers on eligible dates.
    
    

 

 

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Case: The Manager Receives the Swap Request

• Access the Swap Request Notification
  • Click on the Bell Icon in the top-right corner of the Shift Management System.
  • Locate the swap request notification from the employee.
    
    
• Review the Swap Request
  • Click on the notification to open the request details.
  • Check the shift details and selected employees for the swap.
    
    
• Approve or Reject the Request
  The manager has two options:
  • Approve the Request: Confirm the swap with one of the selected employees.
  • Reject the Request: Decline the swap. The requesting employee will be notified.

If the Manager Rejects the Request

• The swap request is declined, and the requesting employee is notified.
• The employee must either work the original shift or submit a new swap request.

If the Manager Approves the Request

• The swap request is forwarded to the selected employee (recipient employee) for confirmation.

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Step 3: The Recipient Employee Receives the Swap Request

• Access the Swap Request Notification
  
  • Click on the Bell Icon in the top-right corner of the Shift Management System.
  • Locate the swap request notification from the requesting employee.
    
    
• Review the Swap Request
  • Click on the notification to open the request details.
  • Check the shift details and confirm if you want to accept the swap.
    
    
• Approve or Reject the Request
  • As the recipient employee, you have three options:
  • Approve the Request: Confirm the swap, and the shift will be exchanged.
  • Reject the Request: Decline the swap, and the original shifts will remain unchanged.
  • Take No Action (Pending): If you do not respond, the request remains pending until you take action or it expires.

1. 1. 1. 1.  

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Example Scenario: Multiple Swap Options

John, a sales associate, wants to swap his shift on October 20. He selects three coworkers with eligible shifts:

• Sarah: October 22
• Michael: October 21
• Emma: October 23

John submits the request, and the manager approves it. Notifications are sent to all three employees.
If Sarah approves first, the swap is finalized, and the options for Michael and Emma are automatically canceled.

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Handling Rejected Requests

Manager Rejection

• If the manager rejects the swap, the request is marked as rejected, and the original shifts remain unchanged.

Recipient Employee Rejection

• If the recipient employee rejects the request after manager approval, the swap is canceled, and the requesting employee is notified.

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Important Considerations

• Eligible Employees: Only employees with assigned shifts on current or future dates will appear as swap options.
• Approval Requirement: All swaps require manager approval before being sent to recipient employees.
• Notifications: Swap request updates appear under the Bell Icon in the top-right corner.
• Finalization: A swap is only finalized when both the manager and recipient employee approve it.

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Troubleshooting

Unable to Find an Employee to Swap With?

Ensure that:

• The shift you want to trade is on a current or future date.
• The selected employee has a scheduled shift on an eligible date.

Swap Request Rejected?

• Contact your manager to understand the reason for rejection.
• Submit a new swap request if necessary.

No Response from the Recipient Employee?

• Follow up with the employee to confirm if they received the notification.

This process ensures a structured approach to shift swaps, maintaining efficiency and clarity in scheduling.