Shift swap: handing over and taking on a shift

A swap on the notice board works — until someone asks who was actually there on Saturday. In Zeitflex it takes three steps and can be traced afterwards.

The process

1. Request. Anyone who wants to hand over their shift opens it in the shift plan and chooses Request swap. They then choose the person who should take over and, optionally, write a reason.
2. Confirm. The person asked receives a notification and **confirms or declines**. Nothing happens without their consent.
3. Approve. Only then does management decide. On approval, the shift changes to the other person, and both are notified.

The result: The shift plan shows the new assignment, and the process is documented with all three steps.

Why management has to approve at all

Because a swap changes more than two names in the plan:

• Rest period. Anyone who hands over the late shift and takes the early shift the next day in return can fall below the eleven hours under § 5 ArbZG (German Working Hours Act).
• Qualification. Not everyone may work every shift. The crane, the till, dispensing medication.
• Mini-job limit. An additional shift can push a temporary worker over the annual limit — see The mini-job limit.

Zeitflex checks these points and shows them to management when deciding.

Withdrawing a request

As long as it has not been approved, the requesting person can withdraw the swap. The person asked is notified.

Open shifts instead of a swap

If no one in particular is meant to step in, the better route is: management removes the person from the shift — it becomes an open shift and is visible to everyone. Whoever takes it on is assigned by management.

Still stuck?

If someone is sick, a swap is not the right route. Enter the sick note; the shift is then automatically shown as a conflict and can be reassigned.