Shift Swap Approval on Alkimii (Desktop)

What is this view?

The Shift Swap Approval view on desktop is where managers can review, approve, or decline shift swap requests from their team. It gives you a clear list of all requests that have reached you for a decision.

Important: A swap will only appear in this list once both team members have agreed to it. Requests still waiting on a colleague's response, or declined by a colleague, will not appear here.

Finding the Shift Swap Approval view

Log in to the desktop system and navigate to Shift Swap Approval. You will see a table listing all swap requests relevant to your team.

Understanding the table

Each row in the table represents one swap request. Here is what each column means:

• Employee — The team member who originally requested the swap.

• Swap — The colleague they have agreed to swap with. If you see "2 potential" here, it means there is more than one swap offer in play for that shift. This could be the same colleague offering a different shift across the week, or different colleagues entirely. Click on the row to open the full details and review each option.

• Date — The date of the shift being swapped.

• Shift — The start and end times of that shift.

• Type — The shift type, such as Bank Holiday. This will be blank for a standard shift.

• Requested at — The date and time the original swap request was first made.

• Status — The current state of the request. See the status guide below.

Filtering the list

Use the filters at the top of the screen to narrow down what you see. You can combine filters.

• Search — Type a name to find a specific team member's requests.

• Location — Filter by site or department if you manage across more than one location.

• Start / end date — Set a date range to view swaps within a specific period.

• Requestee — Filter by the colleague who received the swap request.

• Status — Filter by Pending, Approved, Declined, or Expired.

💡Tip: Set the Status filter to Pending to see only the requests that need your attention, without scrolling through resolved requests.

How to approve or decline a swap

• Filter by Status and select Pending to find requests awaiting your decision.
• Click on a row to open the full request details. The detail view shows:
  • The requesting employee's name and any message they added when making the request
  • The shift they want to swap, including the date, time, and shift type
  • The potential swap partner or partners, each shown with their name, shift date, and shift times
  • If there is more than one potential swap, use the left and right arrows to scroll through each one. This could be the same colleague on a different shift day, or a different colleague
  • The current status of each potential swap
  • An audit trail at the bottom showing who reviewed the request and when
• Once you have reviewed the details, close the view and click the three dots (the menu icon) on the right side of the row in the table. Select Approve or Decline from the options.
• If you approve, the roster updates automatically for both team members straight away. The status changes to Approved and both team members are notified.
• If you decline, no changes are made to the roster. The status changes to Declined and both team members are notified.

Please check the shift details carefully before approving. Once a swap is approved the roster updates immediately.

Understanding swap statuses

Pending — Both team members have agreed to the swap. It is waiting for your approval or decline.

Approved — You approved this swap. The roster has been updated for both team members.

Declined — You declined this swap. No changes were made to the roster.

Expired — The swap was not resolved before the shift date arrived. The request closed automatically and no changes were made.

Things to keep in mind

1. Only swaps agreed by both team members will appear in this view.

2. If you see "2 potential" in the Swap column, there is more than one swap offer linked to that shift. This could be the same colleague offering a different shift across the week, or different colleagues entirely. Open the row and use the arrows to scroll through each option individually before making a decision.

3. The audit trail at the bottom of each request shows who reviewed it and when. This is a useful reference if you need to check the history of a decision.

4. Once approved, the roster updates immediately for both people involved.

5. If you cannot see the Shift Swap Approval view, contact your account manager or system administrator to confirm the feature has been enabled.