Start with expected trade before shifts are placed.
Free hospitality planning tool
Shift swap approval form
Keep swap requests controlled before the rota changes. Use this form as a safer manual alternative to WhatsApp swaps.
ForecastPlan labourCheck wage %Review before publish
Web preview: use this before publishing
Edit the preview in the browser if useful, then print or export CSV. The public page does not store entered data server-side.
Shift swap form preview
Editable preview only. The public page does not store staff data server-side.
| Field | Example or blank value | Manager note |
|---|---|---|
| Original staff member | Who is giving up the shift. | |
| Proposed replacement | Who is taking the shift. | |
| Shift date | Use the rota date. | |
| Shift start time | Original shift start. | |
| Shift end time | Original shift end. | |
| Role/area | Bar / kitchen / FOH | Check the replacement can cover the role. |
| Skill difference | None / review needed | Review skill or training differences. |
| Pay rate difference | None / review needed | Operator note only; check your own payroll process. |
| Manager approval | Pending | Approval should happen before the rota changes. |
| Reason for swap | Optional context. | |
| Notes | Any manager review note. | |
| Approval date | Record the decision date. |
Manager checklist
Use these checks before approving a swap.
| Check | Status | Review note |
|---|---|---|
| Replacement has the right skill/role | Unchecked | Check service area and training. |
| Replacement is available | Unchecked | Check availability before approval. |
| Pay rate difference reviewed | Unchecked | Operator note only. |
| Break/rest risk reviewed as planning note only | Unchecked | Use manager judgement. |
| Manager approval recorded | Unchecked | Do not rely on message threads alone. |
| Rota updated after approval | Unchecked | Update the published rota when approved. |
Use this before publishing
- 1Record the original staff member, proposed replacement, date, time, role and area.
- 2Review skill difference, availability, pay-rate difference and break or rest risk as planning notes.
- 3Record manager approval before changing the rota.
- 4Update the rota after approval so the change does not stay in a message thread.
- 5Print or export CSV for manual review; do not use the public page as a staff record system.
What to check
Check replacement role, skill, availability, manager approval and whether the rota has been updated after approval.
What to check
- Use this as a controlled alternative to informal message-thread swaps.
- Pay rate and break/rest notes are planning prompts, not payroll or legal advice.
- This template does not replace payroll, HR or legal advice.
What RotaSmart replaces
See labour cost while the rota can still change.
Spot risk before the week goes live.
RotaSmart handles offers, swaps and open shifts with manager approval. Staff can request swaps without the change disappearing into a message thread, and managers keep control before the rota changes.
Explore hospitality rota software or see labour cost control.
Planning note
Use this as a planning guide and check it against your own venue. This template does not replace payroll, HR or legal advice.
Review this result against a real rota week
Use the result as a prompt, then compare it with the forecast, rota draft, open shifts and venue context.
Related resources
Keep the same planning context connected across product pages, guides and tools.
Questions operators ask
Short answers for using the tool without treating the result as a fixed operational rule.
Why not approve swaps in WhatsApp?
Message threads make it easy to lose who approved the change, whether the replacement had the right role, and whether the rota was updated.
Does this form store swap data?
No. The public page is a preview with print and CSV export only. It does not store entered staff data server-side.
Does this replace manager approval?
No. It is a planning form to support manager approval before the rota changes.
Bring this week to a RotaSmart walkthrough
Use the public result as a starting point, then review forecast sales, planned labour, wage percentage, open shifts and rota risk with real context.