Tanda's Shift Replacement feature reduces the time it takes to find a replacement when an employee is unable to work their shift.

The shift replacement feature allows employees to request a replacement for their shift if they can't work it. When an employee requests a replacement, managers are given the option to:

Managers are also able to initiate a shift replacement on an employee's behalf.

The shift replacement feature is optional and is turned off by default.

To turn on the shift replacement feature:

The Create Own permission will also need to be enabled under Settings > All Settings > Permissions > Show Advanced Settings > Customise access & roles here > Rosters > Shift swap.

Replacements can be requested by an employee, or by a manager on the employee's behalf.

When an employee requests their own shift replacement, managers will need to navigate to the Manage replacements & claims page on the app, or the Shift Claiming page on the desktop roster to select which staff should be offered the shift.

When a manager requests a replacement on the employee's behalf, they'll be prompted to select which staff should be offered the shift straight away.

Once the relevant settings and permissions are enabled, staff can request a replacement themselves.

Through the employee's roster, they can select the shift they are unable to work, followed by the 'Request a replacement' button. This will send a request to the manager to authorise the shift replacement.

Staff will be prompted to provide a reason for the replacement request, and will be given an estimated wage loss for losing the shift.

Learn more in the Staff: Requesting a shift replacement guide.

Managers can initiate a shift replacement on behalf of an employee through both the mobile app and desktop app.

To request a replacement on an employee's behalf:

After requesting a replacement, you'll be prompted to either decline request, offer to certain staff, or offer to all eligible staff. Continue to the Find a replacement section to learn more.

To request a replacement through the desktop app:

Continue to the Find a replacement section to learn more.

Once the replacement request has been made, available shifts can be sent to certain staff or all eligible staff that can work the shift.

📝 Important to note: If an employee (or manager on an employee's behalf) requests a shift replacement within 3 days of the scheduled start time, it will be offered to all eligible staff by default.

If the manager chooses to Offer to certain staff, they'll see an overview of cost and roster variances against each option.

Employees that are considered a Good Fit will appear at the top of the offer screen, while others will appear as Other Available Staff. Any roster validations that may be breached if a certain employee works the shift will also display.

Staff who have been specifically offered a shift will be given the option to Claim shift through the . Shifts offered to specific staff are allocated on a first in, best dressed basis - the first employee to claim it will have the shift automatically added to their roster.

If Offer to all eligible staff is selected, all staff that can work the shift and do not breach blocking roster validation settings will be notified of a shift to pick up.

Eligible staff can Offer to cover the shift through the Pick up shifts tab on the Shifts page of the app.

Managers must select an applicant to cover the shift from those that offered to cover. This can be done on the mobile app through Overview > Pending Tasks > Manage replacements & claims or on the desktop app through Time & Attendance > Roster > Tools > Shift claiming.

When reviewing the offers, they will appear as either Good Fits or Other Applicants. Once a replacement has been selected, the roster will be updated for the relevant employees.