Swap a Shift with a Colleague

Can't work a shift? In the staff portal you can swap the shift for one of a colleague's shifts, or give it away to the colleague. They accept or decline, and then the shifts move.

Swap or give away

Everything happens in the same dialogue, Byt eller ge bort ett pass (swap or give away a shift):

• Shift for shift – you choose one of the colleague's shifts to take instead. The colleague gets your shift and you get theirs.
• Give the shift away – the colleague takes your shift, and you get nothing back.

There is no way to ask the whole team at once. Unassigned shifts are under Lediga pass (open shifts).

How to swap or give away a shift

1. Open Schema (schedule) in the portal
2. Tap Passbyten (shift swaps)
3. Tap Byt eller ge bort (swap or give away). The button only works when you have upcoming shifts
4. Choose Ditt pass (your shift) in the list. It shows your upcoming shifts two weeks ahead
5. Choose Kollega (colleague). The list is searchable
6. Under Byt mot (swap for), choose Ge bort passet (inget byte) (give the shift away, no swap), which is preselected, or one of the colleague's shifts. It lists the colleague's published shifts from seven days before to seven days after your shift. If the colleague has none there, it says Inga pass att byta mot. Kollegan har inga publicerade pass sju dagar före eller efter ditt. (No shifts to swap for. The colleague has no published shifts seven days before or after yours.)
7. Tap Skicka (send)

When you choose a shift to swap for, it says Kollegan får ditt pass och du får kollegans, när kollegan accepterat och chefen godkänt. (The colleague gets your shift and you get theirs, once the colleague has accepted and the manager approved.) If you change your shift or colleague in the dialogue, the choice is cleared, so choose the shift to swap for last.

There is no message field in the dialogue. If you want to explain why, tell your colleague the usual way.

Example: Anna Andersson has an evening shift on Friday but would rather work Saturday. She chooses the Friday shift, her colleague Erik Exempel and Erik's Saturday shift under Byt mot. Once Erik has accepted and the manager approved, Anna has the Saturday shift and Erik the Friday shift.

Who you can swap with

Your restaurant decides how widely a swap may go. There are two modes:

• Alla i restaurangen (everyone at the restaurant) – all active staff appear in the list
• Bara egen grupp (own group only) – you only see colleagues in the same staff group as you

If the list is empty the reason is written right under the field. The most common one is that the restaurant only allows swaps within your own group and you are not linked to a group — then your manager needs to set one. If it says the colleagues could not be read, the list is not empty: the request did not get through. Reload the page.

Colleagues without a login of their own are shown with a first name and the first letter of the surname, for example Anna A.

What happens next

After you send, the request appears under Dina skickade erbjudanden (your sent offers): Byte med Erik — väntar på svar (swap with Erik, waiting for a reply) for a swap and Erbjudet till Erik — väntar på svar (offered to Erik, waiting for a reply) when you give the shift away. For a swap, Du ger: (you give) and Du får: (you get) show both shifts. The shifts stay in the schedule until the swap is complete — that is normal.

Your colleague gets a notification and two buttons: Acceptera (accept) and Neka (decline).

What happens when your colleague accepts depends on a setting at your restaurant:

• Manager approval required (the normal setting) – the request shows … har accepterat — väntar på godkännande från chef (has accepted, waiting for manager approval). The manager approves or declines, and only then do the shifts change owner.
• Manager approval switched off – the swap is done immediately when your colleague taps Accept. The shifts move that second, without any manager looking at it.

The second option surprises many people. If you are unsure which applies at your workplace, ask your manager — the confirmation your colleague gets when accepting says which of the two happened.

Take back an offer

If you change your mind, tap Ta tillbaka (withdraw) on the request. You can withdraw while the swap is pending, including after the colleague accepts if it is still awaiting manager approval. A completed swap cannot be withdrawn here. Your colleague is notified when you withdraw.

When you receive a request

Requests from colleagues are listed in the same card, with date, time and station. The heading says … vill byta pass med dig (wants to swap shifts with you) or … vill ge dig ett pass (wants to give you a shift). For a swap, Du får: (you get, the colleague's shift) and Du lämnar: (you give up, your own shift) are shown. Read them before accepting — a swap costs you a shift of your own. You choose Acceptera or Neka. If you decline, the shifts stay as they were and you owe nothing — but the colleague is notified that you declined, so they can ask someone else in time.

If your restaurant does not require manager approval for shift swaps, the move goes through immediately when you accept. It then says Bytet är klart — passet är ditt (the swap is done, the shift is yours). Otherwise it says Accepterat — chefen godkänner bytet (accepted, the manager approves the swap).

You get notifications when someone wants to swap with you or give you a shift, when a colleague answers your request and when your manager makes a decision. Under Aktivitet (activity), swaps are listed with the dates of both shifts, for example Erik vill byta pass med dig — du får passet 14/11 och lämnar ditt pass 15/11 (Erik wants to swap shifts with you — you get the shift 14/11 and give up your shift 15/11).

For the manager: approving a swap

When a colleague has accepted a swap that needs approval, a button with a swap icon and a count appears under Personal › Schema, and Passbyten att godkänna (shift swaps to approve) is listed under Att göra (to do). The button opens Bytesförfrågningar (swap requests), with one card per swap: who gives and who takes, and for a swap both shifts (Erik får: … and Erik lämnar: …). Press Godkänn (approve) or Neka (decline). This requires the Redigera schema (edit schedule) permission.

When the swap is approved, both shifts move: the employee's shift to the colleague and the colleague's shift to the employee. If either shift has changed owner since the request was sent, the swap is stopped, for example with Passet har bytt ägare sedan förfrågan skapades — bytet kan inte genomföras (the shift has changed owner since the request was created, the swap cannot go through).

The settings are under Personal › Inställningar › Schema, in the Schema & passbyte section: Passbyte — vem kan byta (shift swap, who can swap: Alla i restaurangen or Bara egen grupp) and Kräv chefsgodkännande vid passbyten (require manager approval for shift swaps), which is on from the start.

What the system does not check

Check working hours and competency before completing a swap. The shift-swap flow does not verify that you get enough daily rest, that you have the right competency for the station, or that the swap does not push you over your working hours.

That judgement is made by your manager at approval — and if manager approval is switched off, it is not made at all. So take a moment yourself to check that the shift fits with the rest of your week before you accept.

Things that do not exist:

• Completed and declined swaps leave the pending list. Related events can still appear under Aktivitet (activity).
• No automatic reminder and no escalation to your manager if nobody answers.
• No limit on how many swaps you may make per month.

If you fall ill you should not give the shift away — file a sick report under Tider › Frånvaro instead. It goes through immediately and your manager can put the shift out as open.