Swaps go through the plan, not the group chat
Whoever cannot make it proposes the swap from the app, a colleague accepts, you approve. The rota updates and everyone sees the same version.
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The problem is not the swap, it is where it lives
Swapping a shift is normal and healthy. What breaks is the arrangement living in a chat the rota knows nothing about.
The deal exists only verbally
Two people agree, nobody writes it down, and on Saturday morning the wrong person turns up. Or nobody does.
The plan says one thing, the floor another
When the file does not reflect swaps it stops being the source of truth, and from then on every decision needs a phone call.
Favours become habits
Without a count, swaps concentrate on the same people, and fairness erodes without anyone noticing.
Three steps, all on the record
- The request starts in the appWhoever cannot cover a shift proposes the swap, choosing among colleagues who can genuinely take it.
- A colleague acceptsThe proposal arrives as a notification. Until there is a yes, the shift stays with whoever had it.
- You approve and the plan changesThe final word stays with the manager. On approval the rota updates and the team sees the new version.
What actually changes
One version of the plan
The gap between what the file says and what was agreed verbally simply stops existing.
Fewer calls to you
Finding cover is done by the person who needs the swap, among people who can actually take it.
The history stays
Who swapped with whom, and how often, becomes data rather than memory. That is where a fairness conversation should start.
Frequently asked questions
- Can the team swap without my approval?
- Not unless you want them to. Manager approval is the final step, and all pending requests sit in one list.
- Who can take the shift?
- Only people who genuinely can: Sked Solve offers compatible colleagues, meaning the right skill and no breach of rest or contracted hours.
- What if nobody accepts?
- The request stays open and visible, so you know that shift is uncovered in advance instead of finding out on the morning.