Overview
Figure 1. The Swap Requests window
Users can make swap requests amongst themselves, after the schedule has been published.
Swap requests are made by Users through the Intrigma Web Platform or mobile apps. These requests then go to the scheduler for review via the Swap Requests window.
Your organization's handling of swap requests is configured under the Swaps sub-tab in the Settings>Sections window.
If you want to prevent swaps from violating default user quotas in your schedules, additional configuration is required within the Swap Restrictions tab under the Settings window of the Intrigma Scheduling System (ISS).
Note: Regardless of whether it is requested or not, schedulers have the control to change users’ assignments at any time.
Configuration
Setting Up Swap Restrictions
Since swaps may lead to a violation of a user’s Default Quotas, e.g., a user’s swap requests may violate a 40-hour Weekly Quota Rule that you have set for a user, it may be helpful to limit swaps to prevent such violations from happening. Limiting swaps is performed through the Swap Restrictions module in ISS.
Click Edit, then Settings.
On the Settings dialog, select the Swap Restrictions tab.
Select the user groups you want to prevent from swapping.
Figure 2. Set up swap restrictions to prevent swaps from violating default quota rules for your users.
Walkthroughs
Reviewing the Details of a Submitted Swap Request
To open the Swap Requests window, click on the appropriate button (denoted by an icon showing two arrows pointed in opposite directions) on the right-side panel.
With the Calendar view open, select a swap request from the list to highlight the shifts covered in the request in the Calendar and view the swap request’s details section at the bottom. You can then either Approve or Deny the swap requests.
Figure 3. Open the Swap Request window, then select a user from the list on the left-hand panel to display the user’s pending (not approved yet) swap requests for the period.
Approving a Swap Request
To approve a swap request, select the swap request from the list at the top of the Swap Requests window, then click the Approve button at the bottom.
Figure 4. Select the swap request from the list at the top, then select either Approve or Deny.
When a swap request is approved, depending on the swap type, the users involved in the request will either be reassigned to the corresponding shifts named in the request, or split a shift between them. Additionally, an email notification will be sent to the involved Users informing them about the changes in their schedule.
Denying a Swap
To deny a swap request, select the swap request from the list at the top of the Swap Requests window, then click the Deny button at the bottom.
When a swap request is denied, the request is removed from the system and the users involved in the request will receive an email notification regarding the denial of the request.
Related Features
Calendar View: Allows you to view the shifts involved within a given Swap requests, within the context of the overall schedule.
Requests: Reviewed requests will be reflected within the Calendar, and a warning dialog will appear if an assignment conflicts with a Request that has been submitted (whether reviewed or not).
Request Groups: Allow filtering a list of requests to make review easier.
Request Types: The kinds of requests that users are allowed to make in a given period.
More information about these features are available in the Intrigma Knowledge Base. If they are not available to your organization, but you want them enabled, contact [email protected], or reach out to your representative.