Getting started with Swaps

Welcome to using your rota alongside our newest development, Lantum Swaps. This guide will help you to seamlessly view and respond to swaps as part of your usual rota management.

What’s included in this guide?

Use this handy, step-by-step guide to use Swaps when using Lantum’s rota.

We’ll show you how to:

- Approve a swap
- Decline a swap
- View approved and declined swaps

Approve a swap

Step 1

To view all your pending swaps, select the swaps tab and click the 'Pending' tab.

From here, you can see the list of all the pending swap requests.

Step 2

Click on 'Review' to see the details of each swap request. This opens up the 'Pending Swap Request' sidebar. 

To approve a swap, click the 'Approve' button at the bottom of the sidebar.

Step 3

On the 'Approve swap' pop-up, click 'Confirm and notify'. There is the option to add a message to both clinicians.

When you click 'Confirm and notify' the system will perform a validation check and make sure there are no shift conflicts with the swap. If there’s a conflict, you will be given an error message and will not be able to proceed with the swap.

Once the swap passes the check, both staff involved in the swap will be notified by email and your rota will be updated to reflect the change.. 

Step 4

To see the full history of the shift, click  the shift to open up the card. From there, click 'History'.

Once you are in 'History', you can see an audit history of everything that has happened to that particular shift, including swaps.

Decline a swap

Step 1

To decline a swap, select 'Review' on the 'Pending' swaps page. Click the 'Review' button to open up the 'Pending Swap Request' sidebar.

Step 2

From the 'Pending swap request' sidebar, select 'Decline'.

Step 3

On the 'Decline swap' modal, select 'Confirm and notify' to let your clinicians know about your decision. You have the option to add a message to both clinicians to add more detail to your decision.

View approved swaps

To view all your active approved swaps, click the 'Approved' tab.

Note that only the live swaps are listed here. 

To view the swap details, click 'View Details'.

This will open the 'Swap details' sidebar.

View declined swaps

This works in a similar way to your approved swaps, but this time you will need to head to the 'Declined' tab to view all the swap requests that have been declined.

Customer support

If you experience any technical issues or have questions, please contact the Customer Support team. You can get in touch either by using the online chat in the bottom left-hand corner or via email support@lantum.com