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Set notifications on shift swaps or shift requests
Set notifications on shift swaps or shift requests

Review points here to ensure that managers receive proper notifications of approval of swap or shift requests.

Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

🎯 For Admins and Schedule managers. See how to assign additional access in Planday.

Having the right Schedule manager receive requests from the employees they manage is essential, and there are several things to look out for when setting this up.

Set the correct access level for your managers

You can give three different access levels to managers in Planday: Schedule manager, HR manager, and Administrator. Ensure that your managers have the correct access levels to act on requests. For example, it's worth noting that Schedule managers can approve requests for swaps while HR managers cannot.

Add managers under Swap approval or Shift request notification settings

When employees request shifts or swap shifts, configure notifications under Settings > Your organisation > Notifications > Swap approval and Shift requests. You can set up which admin or manager should be notified for these requests. This is useful if you have multiple admins or supervisors that are responsible for their own department's approval.


Note: If you choose to send the message as SMS, additional SMS notification charges apply.

Choose from the following options under Recipients:

  • If you select None, no admin will receive notifications for shift swaps or shift requests. They can only view pending requests from the Dashboard.

  • Option 1: Selecting the Supervisor for the individual employees notifies supervisors via Planday message or SMS of shift swaps and requests from the employees they supervise.

Read more about the supervisor option in How to use the Supervisor feature.

Note: This feature is included in the Plus plan and above but is an add-on. Reach out to our Support team to enable it on your Planday.

  • Option 2: If you choose Select employee, click the red Add button to include users who should receive notifications. They will be informed about shift swaps and requests from all employees in the departments they manage.

Tip: If you don’t receive pending requests for shift swaps or requests, it may be due to settings for employees swapping shifts. Learn more in Optional notification settings.

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