---
title: "Shift swap requests"
url: "https://help.capitech.no/en/article/duty-swap-requests"
language: "en"
last_updated: "2026-09-16T07:54:08.482Z"
---

# Shift swap requests

In Shift swap requests, managers can view, approve, or reject shift swap requests from employees. A request is only shown when both employees have accepted the swap, and the manager must have access to both shifts to process the request.

## What are shift swap requests?

Shift swap requests are requests where two employees want to swap shifts with each other.

When both employees have accepted the swap, the request is sent to the manager for approval.

The manager can then:

-   approve the shift swap
-   reject the shift swap
-   view any warnings before approval

## When is a shift swap request shown to a manager?

A shift swap request is only shown to a manager when both employees have accepted the swap request.

This means that the manager does not need to process the request until both employees agree to the swap.

## Who can see and process shift swap requests?

Managers only see shift swap requests where they have access rights to both shifts.

If two employees want to swap shifts between two different departments, the manager must have access to both departments to see and handle the request.

Example:

If one shift belongs to Department A and the other shift belongs to Department B, the manager must have access to both Department A and Department B.

## How to approve a shift swap

When a shift swap request is shown to a manager:

1.  Go to Plan, and open **shift swap requests**.
2.  Find the request that needs to be processed.
3.  Check the shifts and the employees.
4.  View any warnings.
5.  Select **Approve** if the swap can be completed.

When the swap is approved, the shifts are swapped automatically.

The change is updated immediately in:

-   the operational plan
-   the employees’ calendars in My Capitech

## How to reject a shift swap

If the swap should not be completed:

1.  Open **shift swap requests** under Plan.
2.  Find the relevant request.
3.  Check the information.
4.  Select **Reject**.

The shift swap is then not completed.

You can add a message in the message field explaining why the request is rejected.

## What happens when a shift swap is approved?

When the manager approves the shift swap:

-   the shifts are swapped between the employees
-   the operational plan is updated immediately
-   both employees see the updated calendar in My Capitech
-   the swap is completed without the manager having to move the shifts manually

For the manager, approval normally only requires one click, as long as there are no warnings that need to be reviewed.

## Warnings for shift swaps

If the shift swap may break defined rules, the manager receives information about this during approval.

Warnings may, for example, apply to conditions that mean the swap should be reviewed extra carefully before it is approved.

When warnings are shown, the manager can:

-   reject the swap to avoid violations
-   approve the swap anyway if necessary

## Frequently asked questions

**When is a shift swap request shown to** **the manager?**

It is only displayed when both employees have accepted the swap request.

**Why can’t the manager see a shift swap request?**

The manager only sees requests where they have access to both shifts. If the shifts belong to different departments, the manager must have access to both departments.

**What happens when a manager approves a shift swap?**

The shifts are swapped automatically, and the change is updated immediately in the operational plan and in the employees’ calendars in My Capitech.

**Can a manager reject a shift swap?**

Yes. The manager can reject the request if the swap should not be completed.

**Does the manager need to move the shifts manually after approval?**

No. When the shift swap is approved, the shifts are swapped automatically.

**What happens if the** **shift** **swap generates warnings?**

The manager sees the warnings together and can choose to reject the swap or approve it anyway if necessary.