In short. Ask your colleagues to take a shift, or to take it in exchange for one of theirs. When you accept an offer, the schedule updates and an email tells you both. Depending on your team's setting, your manager approves first.
Ask for an exchange
- In My schedule, press and hold the shift to hand over, or right-click it, or press Enter on the keyboard.
- Ask for an exchange.
- Under Who to ask?, untick the colleagues you don't want to write to.
- Add a message if you like, then Send.
Your colleagues get an email, except those who said they can't work that day.
Follow your requests
Exchanges in progress, at the top of My schedule, lists your requests and the ones sent to you, each with its pill: No reply yet, 2 offers, No takers, Awaiting approval, Updating.
Answer a request
- Open the request, from its email, the bell or Exchanges in progress.
- Under Your answer, choose No, I can't, Yes, I'll take the shift or Yes, in exchange for one of my shifts, and in that case the shift to give in return.
- Send my answer.
While the request is open, you can Change my answer or Withdraw your offer.
Accept an offer
- Open your request. Each offer says what it would mean for you: nothing to report, a short rest, or a refusal.
- Accept the offer you choose.
The schedule updates right away, unless your team has exchanges approved: it then waits for your manager.
Cancel a request
Withdraw the request, as long as no offer has been accepted. Your shift stays yours, and colleagues who had made an offer are told.
If nobody can
Ask your manager for help, on the request's page. Your manager gets an email summing it up.
For managers: approve or decline an exchange
If the team chose Subject to your approval, every agreed exchange waits for you.
- Open the exchange, from its email or from Exchanges, in the period's History tab.
- Approve updates the schedule right away. Decline…, with a note for both doctors if you like, leaves it as it is.
What is refused
- A shift that has already started.
- A shift you said you couldn't work.
- A 24-hour stretch, unless you asked for 24-hour shifts; beyond 24 hours, for everyone.
- A shift already requested.
- Any exchange, if the team chose Turned off: the action doesn't show.
If something is wrong
- "The schedule isn't up to date yet": your manager may be revising the schedule. The exchange will apply afterwards, and an email will tell you.
- An email "A shift exchange request will not go ahead": the request was cancelled, the shift changed, or the team turned exchanges off. Your schedule hasn't changed.