Smarter Week

How to automate it

How to automate “ask for shift swaps, overtime or time off”

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

15 min
typically, once a week
70%
of the time can be automated
Easy
to set up

Fix 1 of 1

Software feature

Let people swap shifts and pick up overtime in an app

With a shift app, workers see the rota on their phone, swap shifts and claim open hours. The lead approves with one tap instead of making phone calls and editing a spreadsheet.

Typically saves about 50% of the time2 h to set up
  1. 1Check if your company already has UKG, Deputy, When I Work, Homebase or Microsoft Teams Shifts.
  2. 2Load the rota and rules (skills, forklift licenses, max hours).
  3. 3Show the team how to swap and request time off on their phone.
  4. 4Post open shifts in the app before phoning round.

Tools: UKG · Deputy · When I Work · Homebase · Microsoft Teams Shifts

Quick wins

Have you tried…

Can you swap shifts and pick up overtime in an app?
Shift apps show the rota on your phone. You offer, swap or claim shifts yourself, and your lead approves with one tap.

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.

Warehouse associate / leadDelivery driver

HourLeak · the 8-minute work audit

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Answers are anonymous. Leaders only see team totals.

Other common tasks for Warehouse associates / leads