Work Schedule and Shift Swap Checklist

Swap requests come through 7shifts, Homebase, or a written form initialed by both employees. Verbal-only swaps are not accepted — the audit trail is what protects you when an employee no-shows and claims they had a swap.

Both parties must confirm the swap in the scheduling app or by signed form. Saying "yes in passing" doesn't count — the GM needs the written record before approving.

A server can't cover a bartender shift without a current TIPS or state-equivalent alcohol cert. A line cook can't take grill if they haven't been trained on the station. Skill mismatch on a swap is the most common reason a Friday night service falls apart.

If the covering employee will exceed 40 hours, the swap creates time-and-a-half liability. In CA and a few other states, the threshold is 8 hours daily. Run the projected weekly hours in 7shifts or Homebase before approving.

Update the schedule in the system of record and re-publish so the change pushes to both employees' phones. Notify the affected station lead (expo, bar lead, floor manager) so the shift handoff is clean.

Document the reason — missing cert, overtime collision, role mismatch — in the swap record. The requesting employee remains on the original shift and is responsible for showing up.

Most schedule overruns come from a few employees creeping past 40 hours mid-week. The 7shifts or Homebase projected-hours view flags them before the OT hits.

Clopens (close-then-open) burn out staff and trigger predictive scheduling penalties in NYC, SF, Seattle, Chicago, Oregon, and Philadelphia. Confirm at least 10 hours between a closing shift and the next opening shift, or pay the penalty knowingly.

Maintain a short list per station — two servers, one bartender, one line cook, one dish — willing to take a same-day call. Post the list near the schedule and in the manager group chat. Some predictive-scheduling jurisdictions require premium pay for last-minute call-ins; document accordingly.

When a call-out comes in, work the on-call list in order and document who was contacted, when, and the outcome. If no one accepts, escalate to AGM or executive chef before deciding to run short or comp service.

Compare the published schedule to the actual time-clock punches in Toast, Square, or your payroll system. Flag any unapproved overtime, missed clock-outs, or shifts worked off-schedule before payroll closes.

Pull total labor (wages + payroll taxes + tip-credit adjustments) divided by net sales. Compare to the weekly target set during the build. A 2-point variance is the threshold most operators investigate.

Use the pre-shift huddle or a quick 7shifts pulse survey. Ask specifically about availability conflicts, station coverage, and clopen frequency. Vague "how's the schedule?" prompts get vague answers.