Shift swaps happen every week in stores. If employees are left to arrange swaps by text and report them verbally, the end-of-month timesheet won't match who actually worked. Tanca handles this through requests.
Shift swaps go through the Requests module
Shift swap requests are not in the Time & Attendance module but in the Requests module, under the Shifts request group. The reason: a shift swap needs an approver and needs a record of who agreed, just like any other request type.
Preparation before enabling the feature
- Go to Requests › Settings and enable the request types in the Shifts group.
- Set up the approval flow: who approves shift swap requests — the line manager, the branch manager, or both levels (article B8-04).
- Clearly define the submission deadline, for example no later than 24 hours before the shift starts.
- Communicate the policy to employees.
Processing flow
- Employee A opens the app, submits a shift swap request, and selects the shift to swap and the replacement person.
- Employee B receives a notification and confirms they agree to take the shift.
- The approver receives the request, reviews both people's schedules, and then approves or rejects it.
- Once the request is approved, the schedule updates automatically — the shift moves from A to B on the Scheduling screen.
Always check the replacement person's schedule before approving: they may already have another shift on the same day. Filtering By overlapping shifts on the Scheduling screen instantly shows any schedule conflicts.
Three things to check before approving
- Overlapping shifts — whether the replacement person already has a shift in the same time slot.
- Maximum shifts per week — whether taking an extra shift exceeds the limit set in Settings › Scheduling › General.
- Cost — if the swapped shift is a night shift or a holiday with a higher overtime multiplier, labor costs will change.
After approval
| Where to cross-check | What to check |
|---|---|
| Scheduling | The shift has moved to the correct person |
| Finalize Weekly Shifts | The printed on-duty list has been updated with the new name |
| Timesheet | At the end of the period, working hours are credited to the person who actually worked |
If employees swapped shifts verbally and the request is submitted after the shift has already taken place, the request should still be submitted and approved for the record. If the timesheet is already wrong, correct the working days manually following article B6-14 and clearly note the reason.
