Shift Swap Policy and Process

Let staff swap shifts without chaos.

Added October 15, 2026. Written with AI assistance and checked for clarity and placeholders; not reviewed by a lawyer, accountant, clinician or other professional. How these prompts are made

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[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it (what [VERIFY] means).

Draft a shift swap policy. Team size and roles: [TEAM_ROLES]. Current problems (no-shows, last-minute changes, favouritism): [PROBLEMS]. Tools used (group chat, rota app): [TOOLS].

Write a one-page policy covering who can swap, how to request, approval, deadlines, qualifications needed for each role, and records. Include a swap request form, an approval message, and rules for fairness (no one approves their own swap, hours limits respected). Add a decision flow for urgent absences and a reminder that swaps must not break rules on hours or rest [VERIFY] for [JURISDICTION]. Provide a script for introducing the policy at a staff meeting and a monthly check on how often swaps happen and whether they reveal scheduling problems.

Also add a short template message that staff can post in the group chat to request a swap, and a log table with date, who swapped, approver and reason so that patterns can be reviewed.

Do not invent labour costs or rules. Leave placeholders for my figures, tag employment points [VERIFY] with [JURISDICTION], and suggest I confirm them with the labour authority or an adviser.

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Request message (invented)
'Hi team, can anyone cover my Saturday 17:00 to 23:00 bar shift? I can take your Sunday lunch in return. Please reply by Thursday.'
Approval: manager confirms qualifications, hours limits and rest periods.
Log: Date | Who swapped | Approved by | Reason.
Rules: no self-approved swaps; swaps must not break rest-period rules [VERIFY].
Monthly review: if swaps cluster on Saturdays, the rota may need adjusting.
Who can swap: staff with the same role and sign-off; line cooks only with line cooks. Deadline: 24 hours before the shift unless an emergency.

• restaurant