View My Shifts And Request A Swap

Your roster lives in Veona, and so does swapping a shift. On one screen you can see every shift you have been rostered for, ask a named colleague to take one of yours, and respond to the swaps other people request of you. Nobody passes a paper around the staff room — the request goes straight to the colleague (and to HR for oversight), and when it is accepted, both rosters update themselves.

A couple of words to set the scene. ESS stands for employee self-service — the “My HR” floor every staff member can reach, scoped so you only ever see and act on your own record. A published roster is one HR has finalised and released; only published shifts appear here, because a draft roster can still change. And the requested party in a swap is simply the colleague you are asking to take the shift — they are the one who accepts or declines it.

Who / when: Any Staff who appears on a roster, whenever you need someone to cover one of your shifts, or whenever a colleague has asked you to cover one of theirs.

We will follow Tunde, a ward nurse who is rostered for a Saturday late shift he can no longer work.

See your roster and request a swap

1. Any Staff — open Human Resources → My HR → My Shifts. The “Roster” panel lists your published shifts: the date, the shift name, when it “Starts” and “Ends”, and the “Hours” it counts for.
2. Any Staff — find the shift you cannot work. On Tunde’s Saturday row, he presses “Request Swap”.
3. Any Staff — a “Request Shift Swap” dialog opens, naming the shift you are giving up. In “Swap To”, search for and pick the colleague you want to take it. This is a searchable people picker, so you choose a real colleague by name.
4. Any Staff — add an optional “Reason” to give them context, then press “Request”.
5. Any Staff — Veona confirms “Swap requested. The colleague and HR have been notified.” Your shift’s row now reads “Swap Requested” instead of a button, and the request appears in your “My Swap Requests” panel with a reference and a “Pending” status. The colleague gets an actionable notification straight away.

Note

You can only ever swap your own shift. The “Request Swap” button only appears on shifts that belong to you, and Veona checks ownership again when you submit — “You may only request a swap of your own shift.” There is no way to give away someone else’s shift from here.

Tip

Two panels keep the picture clear. “Incoming Swap Requests” at the top lists swaps colleagues have asked of you and are awaiting your decision. “My Swap Requests” lower down lists the swaps you have asked of others, with their current status. Incoming needs your action; outgoing is yours to watch.

Other ways this goes

Accepting a swap a colleague asked of you

1. Any Staff — when someone requests a swap of you, it appears in your “Incoming Swap Requests” panel, showing who it is from, the date, the shift and their reason.
2. Any Staff — to take the shift, press “Accept” on that row.
3. Any Staff — Veona confirms “Swap accepted — your roster has been updated.” The shift moves onto your roster, the requester is told it was accepted, and the request closes. You will now see that shift in your own “Roster” panel.

Declining a swap a colleague asked of you

1. Any Staff — in “Incoming Swap Requests”, press “Reject” on the row you cannot take.
2. Any Staff — Veona records “Swap declined.” The shift stays with its original owner, and the requester is notified that you could not take it, so they can ask someone else. No roster changes.

Watching a swap you requested

1. Any Staff — every swap you have asked of others sits in your “My Swap Requests” panel with a status pill: “Pending” while it waits, “Accepted” once the colleague (or an HR approver) takes it, or “Rejected” if it is declined.
2. Any Staff — once a request is “Accepted”, the shift leaves your “Roster” automatically — you do not have to remove it yourself.

When the colleague already works that day

1. Any Staff — if the colleague you asked already has a shift on the same date, Veona will not double-book them. Rather than overwrite their existing shift, it cancels the swap so nothing is clobbered.
2. Any Staff — the swap closes without moving anything; your shift stays yours. Request the swap from a different colleague who is free that day.

What happens next

A swap is only ever finalised by the colleague accepting it (or an HR approver acting on it), and the moment it is, both rosters reflect the new reality — your given-up shift leaves your roster and lands on theirs, with no manual edits and no risk of a clash. Every request and decision is notified to the people who need to know and recorded for HR, so the roster on screen is always the live, agreed truth of who is working when.

Follow the trail

• Previous: Use The My HR Self-Service Hub
• Next: Approve Shift Swaps And Manage Leave Calendars
• Related: Use The My HR Self-Service Hub · Build And Publish The Roster And Shifts · Approve Shift Swaps And Manage Leave Calendars