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Swap duty

A swap exchanges two duty intervals between members of the same rotation. Both assignments change together when the recipient accepts.

You need: duty on a native rotation. To propose a swap, each participant must hold a full future shift. Both shifts must still be in the future when the proposal is sent.

If a weekly shift has already started, its later working days cannot be offered separately. Choose a shift that has not started.

Propose an exchange

Section titled “Propose an exchange”
  1. In the dashboard, open a future shift and select Propose swap.
  2. Review Your turn, fixed to the duty you opened. Choose Their turn from the other members’ eligible future shifts in the same lane. Select Load more turns to search later dates. Choosing a turn moves the plan to that shift.
  3. Review Plan after swap. The Proposed swap rows name the person assigned to each shift. Use Your turn and Their turn above the plan to move between the shifts without changing zoom. Check the names and dates.
  4. Review any absences or unknown availability for the duty you would receive.
  5. Select Send swap proposal.

Load more turns searches the next 30 days, up to six months ahead, while keeping your selections and plan view. A range without eligible turns does not prevent searching later dates. Six-month search limit reached marks the end of the search.

Duty unchanged until acceptance means the existing holders still serve. A proposal cannot provide the recipient’s acknowledgement for them.

Respond to a proposal

Section titled “Respond to a proposal”

Under Swap requests, Shifts to swap pairs each original holder with their offered dates. Select Review proposal. Review both intervals and any availability checks for your incoming duty. To accept a proposal with Shift started, review Remaining time and select Accept remaining time, then Accept swap. To refuse the proposal, select Decline.

Swap accepted confirms the exchange. The card labels the two offered intervals Original shifts; open Review proposal to inspect the Swap assignee for each one.

A pending proposal can be accepted after a shift starts, with consent to the remaining time. Only that remaining time changes assignment. Completed duty remains history. Once either offered shift ends, the pending proposal expires.

A declined, cancelled or expired proposal leaves Swap requests when the list refreshes. Accepted swaps remain available for review. Recorded decisions remain in the rotation’s Changes tab.

Cancel a swap

Section titled “Cancel a swap”

Use Cancel proposal for a pending proposal when offered. For an accepted swap, select Cancel swap. Check the original shifts and the Plan after cancellation summary. Expand Affected periods to inspect exact dates and returning assignees, then select Confirm cancellation.

Remaining duty follows the schedule and other duty changes. Completed duty unchanged identifies duty that cancellation does not affect. An incomplete restoration preview blocks confirmation; refresh it before trying again.

Respond from a Slack message

Section titled “Respond from a Slack message”

A pending proposal shows Swap requested to its sender, with Awaiting acceptance from and the recipient’s name. The recipient’s message identifies the requester and rotation. You would cover identifies the requester’s shift; the other interval names the person who would cover it.

As the recipient, select Accept to accept a future swap or Refuse to decline it. If either shift has started, Remaining time review required directs you to Review request in the dashboard. Review the remaining intervals and select Accept remaining time before Accept swap.

If a private response says Conflict review required or the request is unavailable, open its Review request link. Review the current terms and availability checks before responding there.

After acceptance, both original messages name the accepting person, the swap request and rotation, with response buttons removed. The requester sees “your swap request”; the other participant sees the requester named. The intervals identify who covers each shift. Refusal changes the originals to Swap refused by and the refusing person’s name.

The requester receives a separate acceptance or refusal notice naming the person, rotation and both original shifts. An acceptance notice also identifies who covers each one. Cancelling a swap updates the original messages to Swap request cancelled, with the rotation and original shifts. Request reason refers to the original request. A separate cancellation notice goes to each participant other than the person who cancelled; a roster edit by someone else notifies both participants. This notice includes the original shifts and omits the request reason. Dates in Slack notifications follow your local Slack display.

Resolve a refusal

Section titled “Resolve a refusal”
State What to do
No eligible turns in this range Select Load more turns when available, or check the rotation’s eligible members.
More turns unavailable Select Retry to load the next range. Earlier choices remain available.
Shift started For a new proposal, choose a future shift. For a pending proposal, review and accept the remaining time.
Expired Either offered shift has ended. Create another proposal with two future shifts.
Some turns are unavailable Retry before treating the list as complete.
Proposal changed. Refresh preview Refresh and review the current proposal.
Availability changed. A new proposal is required. Create a new proposal so both participants can review the changed availability.
Swap outcome unknown Select Retry to resolve the original attempt.
Plan after cancellation unavailable Refresh the preview before confirming cancellation.

Next steps

Section titled “Next steps”