How to write a fair shift swap policy (UK template)

1. 1

   Define who can swap with whom

   Restrict swaps to staff with the same role and trained for the same workplace. A barista cannot swap into a kitchen shift, and a Brighton-trained server cannot cover a Bristol shift unless explicitly approved.

2. 2

   Set a deadline

   Swaps must be agreed and approved at least 24 hours before the shift starts. Anything later is treated as a sick-call and follows the absence policy.

3. 3

   Require manager approval (with auto-approval rules)

   Approve automatically if both workers consent, the receiving worker has the right role and workplace, and the swap doesn’t breach the 48-hour weekly limit or the 11-hour daily rest. Otherwise it goes to a manager.

4. 4

   Cap how many swaps per worker per month

   Three swaps per worker per month is a reasonable starting point. More than that often signals an availability problem that needs a conversation, not a swap.

5. 5

   Be explicit about pay and tips

   Pay follows the worker who actually does the shift. Service charge / tronc tips also follow the actual worker. Make this written so there is no ambiguity.

6. 6

   Log every swap

   Keep a record of who swapped with whom, when, and who approved it. This protects both the business and the workers if a dispute arises.