How do I configure roster swaps?

Setting

Description

Enable Shift Swapping

This is the main setting that controls roster swapping. When OFF, Employees won’t be able to request swaps and any alerts configured for the swap request expiry won’t be processed

Swap Period  

This setting defines the swap period to be either Pay Period or Default Roster Period.
When set to Pay Period, the employee will only be able to request a swap on shifts within the current pay period. Otherwise it will be based on the roster period defined in system wide settings

Minimum Notice Period Days

This setting defines the minimum number of gap days from a shift to be allowed for swapping. E.g. If the setting was set to 3 days and the current day is Monday, the employee can only request a swap on shifts from Thursday onwards.

Maximum Swap Requests Per Period

This setting defines how many outgoing swap requests an Employee can do per period.

Maximum Outgoing Requests Per Shift

This setting defines the maximum number of swaps an employee can request per shift. Empty means UNLIMITED.

Require Manager’s Authorisation on Outgoing Requests

When this setting is ON, all outgoing swap requests will have to go through a manager’s authorisation before it goes out and become an actual request. The swap’s initial state will be PreRequested until it has been authorised by the manager then it moves to Requested state.

Require Location Managers’ Authorisation on Outgoing Requests

This setting is only applicable when the Source and Target shift of the swap involves two different locations. This means both managers in those locations will have to authorise the request before it goes out and notify the target employee. This setting is disabled when the parent setting is OFF

Finalise Swap On 

Require Location Managers’ Approval on Incoming Acceptance

This setting determines who makes the final decision for a swap to occur.

Finalise Swap on Manager Approval

1. Manager’s Approval: When this is selected, all accepted swap requests will initially be in Pre Accepted state until it has been approved by the Manager.

Finalise Swap on First Acceptance

2. First Acceptance: When this is selected, the first acceptance on a swap request will automatically take the shift and won’t go through the Pre Accepted state, but goes straight to “Accepted”.

Notification Service

This determines which notification service the system will use on all swap transactions

Internal Messaging

Employees will be notified via Internal Messaging. Employees will have to be logged in to Humanforce to read the notifications.

SMS

Employees will be notified through SMS. This will require an SMS Gateway to be configured within the Humanforce Communication Setup section under Administration.

Email

Employees will be notified via Email. This will require SMTP to be configured within the Humanforce Communication Setup section under Administration.

Notify employee when request expires

When ticked, the employee will be notified on swap request expiries. This setting will require the Swap Request Expiry alert to be configured within the Humanforce Alerts Config screen under Administration.

Shift Details

These settings controls the visibility of the respective details in all swap transactions (employee details, department, role, area, event, function)

Loc/Dept/Role Requirements

These settings defines all the Location, Department, and Role related requirements involved on shift search for roster swapping.

Require Default Location

Employees require the same Default Location in order to swap a rostered shift.

Require Default Department

Employees require the same Default Department in order to swap a rostered shift.

Require Default Role

Employees require the same Default Role in order to swap a rostered shift.

Require the same Location

Employees require the same Location in order to swap a rostered shift.

Require the same Department

Employees require the same Department in order to swap a rostered shift.

Require the same Role

Employees require the same Role in order to swap a rostered shift.

Employment Type

Enforce the same Employment

This setting will enforce Employment Type matching on shift search for roster swapping.

Employment Types

This determines which Employment Types are only allowed for shift swapping (e.g. Full-Time, Part-Time, Casual). Alternatively, select all if all are to be included.

Enforce employees' availability

When this setting is ON, only shifts of employees who are available on the shift to be swapped will be included in the shift search results for roster swapping. Employees on leave or unavailable will be excluded in the search.

Enforce employees' minimum roster hours

When ON, this setting makes sure that the employees involved in the swap still meets the required minimum roster hours. If not, the employee will be prompted on request.

Enforce employees' maximum roster hours

When ON, this setting makes sure that the employees involved in the swap still meets the maximum roster hours. If not, the employee will be prompted on request.

Shift Duration Threshold     Minutes

This setting will be the backwards and forwards threshold value in minutes for the system to determine if a shift is a valid match against another shift before a swap can be requested. When set to zero, the shift durations have to match.
E.g. If the threshold was set to 30minutes and the employee wants to request a swap on his 8-hour shift, this shift can be swapped with a 7.5 to 8.5 hours shift. Durations below and above that will no longer be allowed. Empty means IGNORE duration checks.

Employee Rate Threshold  

This setting will be the backwards and forwards threshold value in currency for the system to determine if a shift is a valid match against another shift before a swap can be requested. When set to zero, employees in the shifts involved will have to be on the same hourly rate.
E.g. If the threshold was set to $5 and the employee earns $100 per hour, this shift can be swapped with a shift that’s rostered to an employee who earns $95 to $105 per hour. Hourly rates below and greater this range will no longer be allowed. Empty means IGNORE rate checks.

Minimum Hours Threshold between shifts

This value determines how many gap hours the employees should have between each shifts. E.g. If the setting was set to 1hour. And the shift to be requested for swap is on a 1pm to 5pm, the employee can only request a swap against a shift that ends at 12pm or a shift that starts at 6pm leaving 1 hour gap in between. Empty means IGNORE checking for gaps.

Enforce Same Period Swaps

When ticked, employees can only request a swap against a shift within the same period. The period will be based on Swap Period setting.
E.g.
If ON and Swap Period is Pay Period: An employee can only request a swap against a shift that’s within the same Pay Period.
If OFF and Swap Period is Pay Period: An employee can request a swap on his current Pay Period against a shift that’s on the next Pay Period.

Maximum Days

When ON, this setting makes sure that the employees involved in the swap still meets the maximum days within the period based on Swap Period setting. If not, the employee will be prompted on request. Empty means IGNORE max day checks.

Prevent overlapping shifts

When ON, this setting makes sure that the employees involved in the swap won't end up with overlapping shifts.