ANTE User ManualSchedule Swap Filing
A Schedule Swap trades a scheduled workday you will not work for a rest day you will work instead, at no premium. The day you work is paid as the plain hours of the day you gave up, with no rest-day rate on top.
Right-click a row to review and decide it (approve, reject, revert or cancel an approval where you are allowed to), open it in a new tab, copy its link or open the employee's record.
When to use it
Use it when an employee needs a particular workday off and is willing to make it up by working a day they would normally rest, and the company should not pay a premium for that. It is about two named dates, one for one.
| If you need… | Use |
|---|---|
| A workday off, made up on a rest day, no premium | Schedule Swap (this filing) |
| The shift hours changed on one day (different times, a split shift) | Schedule Adjustment |
| Paid work on a rest day, with the rest-day rate | Rest Day Work |
| A planned change to the roster, set by HR ahead of time | Individual Scheduling |
| A one-off change by HR on the timesheet, no request | Adjust Shift in Time Keeping |
A Schedule Swap outranks the employee's schedule and a company exchange day, but not an Adjust Shift or an approved Schedule Adjustment on the same day. See Which shift a day uses.
Companies often limit swaps, for example once a month and only for certain sections. Those limits are set in Approval Configuration. The date rules are company settings under Schedule swap in HR Settings: Most days apart (default 14 days, at most 60), Same week only (both days in one calendar week) and Days of notice (how many days ahead an employee must file). The form greys out days a rule refuses.
Filing it
Employees file from the + menu of the Request Panel on their Dashboard or from the mobile app. HR files from Manpower → Filings → Schedule Swap with File Swap. The dialog is titled New Schedule Swap.
- Pick the day you will not workA day that is a normal workday on your schedule. A card under it shows that day's shift.
- Pick the day you will work insteadA day you would normally rest, within your company's swap limit of the first (14 days unless HR changed it, at most 60). Its card shows the rest day, and a When approved summary appears.
- Add a reason and SubmitThe reason helps the approver decide.
The dialog tells you the rules in a blue note at the top: give up a workday and work a rest day instead, at no premium, and your company may limit how often you can swap.
What you see while picking the days
Both dates open a calendar that only lets you pick days that can work: in Day you will not work your rest days are greyed out, and in Day you will work instead your workdays are. Days already in another Pending or Approved swap, the day picked in the other field, and days further from it than your company's swap limit (14 days unless HR changed it; at most 60) are greyed out in both. Hover a greyed-out day on the web, or tap it in the mobile app, to see why it can't be picked.
As soon as a date is filled in, a card under it reads Scheduled · Mon, Oct 19, 2026 with the shift your plain schedule has that day: its code and its time range and hours, for example REGULAR-9TO6 · 9:00 AM – 6:00 PM · 8h work, 1h break, or Rest day. The form checks the same rules the server does (listed below) while you pick, so a wrong day is caught before you submit:
- The day you will not work is not a workday: "Not a scheduled workday — there is nothing to swap away".
- The day you will work instead is already a workday, or has nothing scheduled: "Already a working day — pick a day you would normally rest".
- Either day is already in another Pending or Approved swap: "Already part of another pending or approved swap".
- The two dates are the same, or further apart than your company's swap limit.
A flagged card turns red and Submit stays disabled until you pick another day. When both days are fine, a When approved summary shows the result: the first day becomes a rest day, and the second is worked on the first day's shift, with the same hours. When you edit a Pending swap, its own days are not counted as "already in another swap".
What is checked when you submit
- Both dates are required and must be valid, different dates, no further apart than your company's swap limit.
- The first day must be a workday on your plain schedule. Otherwise: "… is not a scheduled workday for you, so there is nothing to swap away".
- The second day must be a rest day on your plain schedule. Otherwise: "… is already a working day for you — a swap must land on a day you would normally rest".
- Neither day may be part of another swap that is Pending or Approved: "One of these days is already part of another pending or approved swap". There is no override for a swap.
- Both days must be inside an active contract and inside cut-offs that are still open in Time Keeping.
- Frequency and eligibility limits set by the company. For instance a rule of one swap a month answers: "You can file at most 1 schedule swap request per month and you already have 1 for …", and a rule restricted to some departments, payroll groups, branches or tags answers that you are not eligible. Only Pending and Approved swaps count toward the limit. Rules can carry the company's own message instead.
The checks use the plain schedule, so a swap cannot be used to claim a premium day or to skip a rest day. Company limits are skipped when HR files on behalf of the employee.
Filing on behalf of an employee
People with the File on Behalf permission also see File on behalf of employee (employee picker, required) and Auto-approve this filing; with that ticked the swap is created already Approved and the trail says an administrator filed and approved it.
What you see before you submit
The dialog does not total anything; what you check before submitting is the outcome for the two days. Using an employee on a Monday-to-Friday 9:00 AM to 6:00 PM schedule with Saturday and Sunday off:
| Day | Before approval | After approval |
|---|---|---|
| Thu 18 Jun 2026 | Workday: REGULAR-9TO6, 9:00 AM – 6:00 PM, 8 work hours | Rest day (REST-DAY): no work expected, no late or absent |
| Sat 20 Jun 2026 | Rest day (REST-DAY) | Workday: REGULAR-9TO6, 9:00 AM – 6:00 PM, 8 work hours |
| Shift carried to Sat 20 Junthe shift of the day given up | REGULAR-9TO6 | |
|---|---|---|
| Work hours credited | 8 h (9:00 AM – 6:00 PM less 1 h break) | |
| Rest-day premiumit is an ordinary workday after the swap | none | |
| Paid for Sat 20 Jun | = | the plain 8 h, same as Thu 18 Jun would have paid |
Pay follows the punches on the day worked instead. If the employee does not report on Saturday, that day is treated like any workday with no punches, and the Thursday has already become a rest day.
Unlike Leave or Schedule Adjustment, this dialog does not show a locked cut-off warning ahead of time. If either date is in a locked cut-off the submit is refused with a message. See If the cut-off is locked.
Approving it
A swap follows the chain in Approval Configuration; add Schedule Swap to the chain's filing types. Approving needs the Schedule Swap approval permission. Approvers see the filing in the header bell, in Manage Request on the Manpower Dashboard and on Manpower → Filings → Schedule Swap; the detail page lists the employee, the two days and the reason. General approving steps are in Approving a filing.
The list shows Employee Code, Employee, Day Given Up, Day Worked Instead, Reason, Status and Date Filed.
What approval changes
On approval both days are recomputed straight away:
- The day given up becomes a rest day, using the rest-day shift of the employee's own schedule.
- The day worked instead becomes a working day that carries the shift of the day given up.
- Pay for the working day is the plain hours of that shift, with no rest-day or holiday premium for being a rest day.
A swap only holds while its premise holds. If HR has since changed the roster so that the first day is no longer a workday or the second no longer a rest day, that half of the swap quietly stands down instead of overriding the roster.
Reverting an approved swap
An approved swap can be undone with Revert Approval on its detail page or in the Filing Request dialog, by the approver who approved it or a super admin, never by the person who filed it. The filing becomes Rejected (a remark is stored with it) and both days go back to the plain schedule. It is blocked when the cut-off of either day is already being processed.
Changing or withdrawing it
- Pending: click the row in the Request Panel to open its details, then Edit either date or the reason and Update, or Cancel Request. An update re-runs every check above, voids any approval already given and restarts the approval from stage 1.
- Approved: only Revert Approval, as above. There is no cancel-approval for swaps.
- Rejected or Cancelled: read-only; the two days become free to swap again.
If the cut-off is locked
A swap touches two days, so both must be in cut-offs that are still open in Time Keeping. Swaps are never carried over to a later cut-off.
- Filing or updating: refused when either day is in a cut-off that has been submitted or processed, or has no cut-off or payroll group for the employee (contact HR).
- Approving: a swap still Pending when a cut-off locks cannot be approved.
- Reverting: blocked while either day's cut-off is being processed; reject that cut-off back to Time Keeping first.
Future dates whose cut-off has not been created yet are not locked, so swaps for the coming weeks are fine.
Common problems
| What you see | Why and what to do |
|---|---|
| "… is not a scheduled workday for you" | The day you want to give up is already a rest day, a day with no schedule or a holiday-free day off. Pick a day you normally work. |
| "… is already a working day for you" | The day to work instead is a normal workday. Pick a day you normally rest; for extra pay use Rest Day Work. |
| "One of these days is already part of another pending or approved swap" | Cancel or have the other swap reverted first, or pick other dates. |
| "The two swap days must be within N days of each other" (N is your company's swap limit) | Bring the dates closer together. |
| "You can file at most N schedule swap requests …" | The company's frequency limit is reached for that month, cut-off or year. Ask HR, who can file on your behalf. |
| "You are not eligible to file a schedule swap request" | A company rule restricts swaps to certain departments, payroll groups, branches or tags. |
| Approved, but the days did not change | The roster changed after you filed, or an Adjust Shift or Schedule Adjustment on one of the days outranks the swap. Check the Shift Details tab in Time Keeping Day Detail. |
How It Connects
Set up first
- Shift Management — the shift of the day given up, and the rest-day shift, come from here.
- Schedule Management — the plain schedule decides which day is a workday and which is a rest day.
- Approval Configuration — the approval chain and the swap frequency and eligibility limits.
Gets its data from
- Employee Scheduling — Individual Scheduling is where a planned roster change is made instead of a swap.
Feeds into
- Time Keeping: which shift a day uses — the approved swap re-classes both days before the timesheet is computed.
- Time Keeping: Adjusting a Shift — an Adjust Shift on one of the days outranks the swap.