Recommended workflow: Set up shift swap requests

Employees can swap either a full or partial shift Work period in WFM that has a definite length. with or without a gap or a nonworking day using a swap request or a swap posting. For shifts with a gap, the entire gap must be swapped.

This workflow describes the procedures for setting up shift swap requests and using all system features. Follow the procedures that fit the needs of your organization.

Workflow 

1. Define settings shared by all request types

   While most Request Management settings are specific to one type of request, several optional settings are effective for all request types.

2. Define settings for shift swap requests

   Shift swap settings turn on shift swap for an organization, define which organizations can be swapped with, types of swaps allowed, and number of negotiation comments.

3. Create policies for shift swap requests

   Shift swap request policies provide guidance to employees about submitting requests. Employees can view this information on the Policies page (on the My Requests menu).

4. Shift swap request validation rules

   Validation rules can be defined for both shift swap requests and approved shift swap requests to verify that these requests meet the conditions that you specify. The validation rules that you set for a request type are available as criteria for auto-processing rules.

5. Create filing rules

   • Create a filing rule for shift swap requests

     You can create a filing rule to specify when shift swap requests must be submitted. When shift swap requests are submitted, a validation rule verifies that the requests comply with the filing rule.

   • Create a filing rule for approved shift swap withdrawal requests

     You can create a filing rule to specify when approved shift swap withdrawal requests must be submitted. When these requests are submitted, a validation rule verifies that the requests comply with the filing rule.

6. Create autoprocessing rules.

   • Create an autoprocessing rule for shift swap requests

     While shift swap requests can be processed manually, you can set up a rule for the system to process them automatically. An auto-processing rule can be used to approve and deny requests based on the shift bidding Feature in WFM that allows employees to submit requests (bids) for selected shift assignments. validation rules that you defined.

   • Create an autoprocessing rule for approved shift swap withdrawal requests

     While approved shift swap withdrawal requests can be processed manually, you can set up a rule for the system to process them automatically. An auto-processing rule can be used to approve and deny requests based on the validation rules that you set.