Shift swapping helps managers handle last-minute schedule changes by letting team members flag shifts they can’t make and allowing others to claim them.
The system also recommends the best replacements automatically, based on factors like availability, labor cost, and shift preferences.
Turn on shift swapping
Open the Workstream US app.
Go to ⚙️ Settings, then Time and Scheduling.
Scroll to the Time attendance options section, then select Edit.
Go to the Open Shifts section.
Turn on Auto-Send to Open Shifts to automatically post flagged shifts as open.
Choose your preferred visibility setting for who can see open shifts.
Only shifts for roles they've worked before (default setting):
Only sends an open shift to team members who have previously worked in that role.
For example: Only team members who have worked as Servers will receive open Server shifts.
Any shift at this location:
All team members at the location can see and request any open shift, even if they haven’t worked in that role before.
Select Save.
Once enabled, flagged shifts will appear in the Open Shifts list for other team members to pick up.
Review flagged or claimed shifts
Managers get notified whenever a shift is flagged or when another team member requests to pick it up.
You can review flagged shifts in two ways:
From the Requests list (via the flag icon)
From the schedule view, by selecting the flagged shift.
Flagged shifts appear with a yellow dotted outline for easy visibility.
Use the recommendation system
When you open a flagged shift, you’ll see a Recommendation section that lists the top three suggested replacements.
The system automatically evaluates:
Labor cost - Prioritizes coverage that fits your budget
Availability - Checks who’s free for the shift
Interest and coverage offers - Favors team members who volunteered or were nominated
These recommendations help you make quick, informed decisions.
Approve or update the schedule
Review the recommended replacements.
Select the team member you want to assign.
Choose whether to Update only or Update and publish the schedule.
Once you approve, the schedule updates automatically and notifies all involved team members.
❔What's next?
Managers are notified when a shift is flagged or claimed.
Team members are notified when their request to claim or swap a shift is approved.