Swap a Shift with a Colleague

Need to get out of a shift? In the staff portal you can offer the shift to a colleague. They accept or decline, and then the shift moves.

One mode — you give a shift away

In Erbjud pass you offer one of your own shifts to one named colleague. This dialogue does not let you choose a shift in return.

For a two-way swap, ask your manager to help plan it and check both schedules. If you receive a two-way offer, read both Du får: (you receive) and Du lämnar: (you give up) before accepting. The dialogue cannot offer a shift to the entire team at once. Unassigned shifts are under Lediga pass.

How to offer a shift

1. Open Schema (schedule) in the portal
2. Tap Passbyten (shift swaps) above the content
3. Tap Erbjud pass (offer shift)
4. Choose Ditt pass (your shift) in the list — only upcoming shifts can be offered
5. Choose Kollega (colleague). The list is searchable
6. Tap Skicka (send)

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

Who you can offer to

Your restaurant decides how widely an offer may go. There are two modes:

• Everyone at the restaurant – all active staff appear in the list
• Only your own staff group – 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.

What happens next

After you send, the shift appears under Dina skickade erbjudanden (your sent offers) with the text "waiting for a reply". The shift stays in your 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 swap goes to your manager, who approves or declines. Only then does the shift change owner.
• Manager approval switched off – the swap is done immediately when your colleague taps Accept. The shift moves 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 you get when accepting says which of the two happened.

Take back an offer

If you change your mind, tap Ta tillbaka (withdraw). 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 an offer

Offers from colleagues are listed in the same card, with date, time and station. You choose Acceptera or Neka. If you decline, the shift stays with the person who offered it. The colleague is notified so they can ask someone else.

You get notifications when someone offers you a shift, when a colleague answers your offer and when your manager makes a decision.

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 Hem ▸ Aktivitet.
• 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 offer 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.