Smarter Week

How to automate it

How to automate “find cover for call-outs and sort out shift swaps”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, a few times a week
60%
of the time can be automated
Easy
to set up

Fix 1 of 1

Software feature

Build the schedule in a scheduling app and let staff swap shifts themselves

Scheduling apps build a first draft from your sales forecast and staff availability, let people swap and pick up shifts on their phone, and run the time clock that feeds payroll. You approve instead of arranging.

Typically saves about 50% of the time2 h to set up
  1. 1Check whether your company already pays for one: 7shifts, Deputy, Homebase, When I Work, UKG or Harri.
  2. 2Have staff enter their availability in the app.
  3. 3Use the auto-schedule or copy-last-week feature, then adjust.
  4. 4Turn on shift swaps and open-shift offers with manager approval.
  5. 5Use the app's time clock so missed punches show up before payroll, not after.

Tools: 7shifts, Deputy, Homebase, When I Work, UKG or Harri

Quick wins

Have you tried…

Do your staff swap shifts and pick up open shifts in an app?
Apps like 7shifts, Deputy, Homebase or When I Work show the schedule on everyone's phone. Staff sort out swaps themselves and you just approve.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Store / shift managerRestaurant / kitchen managerHotel housekeeping / rooms operations lead

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Other common tasks for Store / shift managers