Shift Swap Request template
A shift swap form for teams that run a rota: the shift you want to move, whether you want a straight swap, cover, or to give it away, who is taking it, whether they have agreed, and why. Choosing a straight swap reveals the date of the shift you would take in return; the other two options never see that question.
12 questions · works on the free plan (500 responses/month) · fully customizable
- 1 built-in logic rule
What’s inside
The questions this template ships with — rename, reorder, or delete any of them in the builder.
When to use this template
- A restaurant or bar where swaps currently happen in a group chat and the manager finds out last
- A retail store manager approving swaps across a weekly rota from their phone
- A warehouse or delivery operation that needs the swap request timestamped 48 hours before the shift
- A support team on a follow-the-sun rotation where cover has to be agreed before the schedule changes
Tips to get more from it
- The request-type question drives the logic: only "A straight swap with a teammate" shows the return-shift date, so cover and give-away requests stay four questions shorter.
- "Have they agreed?" separates a real swap from a hopeful one. Sort responses by it and you know at a glance which requests still need a scheduler to find cover.
- This template uses the single-page layout on purpose — staff fill it out on a phone between tasks and want to see the whole thing at once.
- The ending screen tells staff nothing changes until the scheduler confirms. Keep that line: the most common failure in shift swapping is someone treating a request as an approval.
Questions people ask
How far in advance should a shift swap be requested?
The template's welcome screen suggests 48 hours, which is enough time to arrange cover in most operations. Edit it to your own notice period so the expectation is set before anyone submits.
Can staff submit this from their phone?
Yes. The single-page layout works fully on mobile, and a QR code in the break room is the usual way teams distribute it.
Does the form update our scheduling software?
No — it collects the request. Export responses as CSV or read them in the dashboard, then make the change in whatever rota tool you use.
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