Workflow · Requests and approvals
See how a shift swap or work request moves through checks and approvals, changes the published roster and contributes to hours accounting.
Stage 1 · Submit
Choose the shifts to exchange. A team lead can also propose a swap for two staff members.
Propose an extra assignment against a staffing requirement, such as cover on a rest day.
SkyRoster supports six self-service request types: leave, duty, work, off, shift extension and swap. Their approval and eligibility requirements differ.
Stage 2 · Check eligibility
Swap creation includes 24 checks covering structure, qualifications, rest, conflicts and relevant balances. Candidate selection, submission and acceptance provide validation points as circumstances may change.
Try a swap
Explore 24 checks for qualifications, rest, overtime and other swap conditions. Pick a scenario, change the inputs and review the results. This example evaluates selected conditions; it does not approve a live swap.
Turn on JavaScript to change the scenario. The initial example and its check results are shown below.
No failures in the evaluated checks. Review the checks marked Not evaluated.
Check that the shift blocks are compatible for exchange.
3 passed
Both blocks are the same length and cover the same dates.
All shifts belong to the same published roster.
The two sides differ in date, shift type or qualification.
Check each employee’s eligibility for the incoming shift.
2 passed · 2 not evaluated
Suspension status is not evaluated in this example.
Protected rest-day status is not evaluated in this example.
Both shifts use operational shift types.
Both employees hold the qualification required by the shift they receive.
Check the required unit and team membership.
1 passed · 2 not evaluated
Both employees use the same category in this example.
Neither shift here is bound to a specific team.
Both employees hold membership in the unit of every shift they receive.
Check rest intervals and consecutive working days.
2 passed
Neither employee exceeds the maximum consecutive working days.
Minimum rest time still holds on both sides of each received block.
Check conflicts with leave, duty and pending requests.
4 passed
None of the shifts is already part of another pending swap.
No shift in the swap carries a pending work request.
No approved leave or duty overlaps the received shifts.
No shift in the swap carries a pending shift extension.
Check the effect on hours, allowances and monthly limits.
1 passed · 7 not evaluated
No work-request allowance is included in this example.
Neither shift has consumed allowance in this simplified demo.
No shift-extension allowance is included in this example.
Neither controller is assigned as an instructor on these shifts in this demo.
Both employees stay within their overtime limits after the swap.
This example does not transfer a shift extension.
This example does not transfer a work request.
Neither shift was obtained by spending Bank of Working Hours in this demo.
Illustrative scenario. Checks marked Not evaluated need additional information outside this example.
Work requests use their own request, approval and hours-accounting logic. The swap checks are specific to exchanges; see shift swaps.
Stage 3 · Route
The request follows its type and unit settings. A swap uses the roster’s unit. At each step, eligible approvers come from the current roles and membership structure.
An empty approval chain allows automatic approval. Review this setting for each request type during setup.
Stage 4 · Approve
A request stays Pending until its required steps are complete. A rejection stops approval. Swap settings can also require both employees to agree.
Where permitted, a manager filing for another employee can force approval. Leave and duty workflows can also require supporting documents at submission or a later step. See approval workflows.
Stage 5 · Update
Exchange the shifts, including associated work requests and extensions. Revert a pending or rejected swap to release its locks.
Add the approved assignment to the live roster. Revoke the request to reverse its change.
Stage 6 · Account
Account for additional work through Bank of Working Hours, overtime or a split between them. Supported request actions can route the whole amount to overtime instead.
For a swap, associated accounting transfers to the receiving employee. The system checks the net effect across the exchange against the relevant balances and limits.
Stage 7 · Export
Additional time feeds the relevant payroll calculations, including configured day/night treatment and allowances. Payroll staff review a draft export before closing the period.
See payroll export for configuration and integration scope, and month end for the review sequence.
Start with a 20-minute discovery call about your shift swaps, work requests and approval steps. We’ll then arrange a demonstration tailored to your priorities.
