Shift swaps at a glance
An employee asks a named colleague to cover an upcoming published shift, or proposes trading two future shifts.
Vaktos checks both assignments against availability, leave, overlaps, roles and configured work rules. After the colleague accepts, eligible requests at least 48 hours away can be approved automatically; nearer requests go to a planner. Approval updates the roster and notifies the people involved.
Two ways to rearrange a shift
Staff can:
- ask a named colleague to take one of their future published shifts (cover);
- propose trading that shift for one of the colleague’s future published shifts (trade).
This is not the marketplace. Open shifts are claimed by any eligible employee; shift swaps always name a specific colleague.
How a cover request works
- The employee opens a future published shift and chooses a colleague at the same workplace.
- Vaktos checks whether that colleague can take the shift under the current rules.
- The colleague accepts or rejects the request.
- If accepted and still eligible, the request is approved automatically when the shift starts in 48 hours or more; otherwise a planner decides.
- On approval, the roster reassigns the shift and the people involved are notified.
How a two-shift trade works
When both people hold published future shifts, either can propose a trade. Vaktos checks that each person is eligible for the other’s shift. After acceptance and approval, both assignments are updated.
Eligibility and approval
Checks include active profile, the required role at the workplace, overlapping work, approved leave, availability and unavailability, rest between shifts, weekly hour caps and other configured work limits.
Candidate colleagues are drawn from published assignments at the same workplace in the coming 60 days. Only one open swap request can exist for a given shift at a time. Shifts already on the marketplace cannot be swapped.
Important details
- Only future published shifts that have not started can enter a swap.
- Automatic approval applies only after the colleague accepts and the earliest involved shift is still at least 48 hours away.
- Planners can approve or reject nearer requests; both sides are notified of the outcome.
- Shift swaps and open-shift claiming remain separate: one names a colleague, the other offers work to eligible claimants.
Looking for open shifts? See the marketplace and Can’t make it workflow.
Frequently asked questions
How is a shift swap different from the marketplace?
A shift swap asks a named colleague to cover one of your shifts or to trade two shifts with you. An open shift on the marketplace can be claimed by any eligible employee. They are separate workflows.
When is planner approval required?
After the colleague accepts, Vaktos rechecks eligibility. If the earliest involved shift starts at least 48 hours ahead, the swap can be approved automatically. Nearer requests go to a planner.
What does Vaktos check before a swap is approved?
Both assignments are checked against active status, the required workplace role, overlaps, leave, availability and unavailability, rest, weekly hours and other configured work rules.