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Transfer a shift

Shift Transfer lets an employee offer an assigned shift to an eligible colleague. The colleague must accept it, and a Manager must approve it, before flair reassigns the shift.

Who can use this?

Employees in the Employee Hub or the flair mobile app, and Managers with Flair Scheduler Admin or Flair Scheduler Manager in Salesforce. flair Scheduler is a paid add-on.

Configure Shift Transfer​

Each Scheduler has its own transfer settings:

FieldWhat it does
Allow Shift TransferEnables Shift Transfer for shifts in the Scheduler. It is off by default.
Min Days Before Shift TransferSets the minimum number of days before a shift when an employee can request a transfer.
  1. In the App Launcher (⋮⋮ grid icon), open Schedulers.
  2. Select the Scheduler.
  3. Select Allow Shift Transfer.
  4. In Min Days Before Shift Transfer, enter the notice period, such as 2 for 48 hours.
  5. Click Save. Shifts in the Scheduler inherit the settings.

You can override Allow Shift Transfer and Min Days Before Shift Transfer on an individual shift, such as a critical shift that employees must not transfer.

Request a transfer​

  1. In the Employee Hub, open Shifts.
  2. Select the shift to transfer.
  3. Click Transfer Shift.
  4. Select a colleague. Only employees who are eligible for the shift appear.
  5. Optional: Enter a message for the colleague.
  6. Click Send Request. The colleague receives an Employee Hub notification and, according to notification settings, an email or push notification.

Accept or decline a transfer​

  1. As the receiving colleague, open the notification or Shifts → Received Requests.
  2. Review the shift details and optional message.
  3. Click Accept or Decline.

If the colleague declines, flair notifies the original employee and keeps the original assignment. If the colleague accepts, the request moves to Manager approval.

Request, accept, or decline a transfer on mobile​

Employees can also send, accept, decline, and cancel Shift Transfer requests from the flair mobile app.

  1. In Shift details, tap Transfer to colleague.
  2. Select an eligible colleague.
  3. Enter a Reason. The app requires one before it enables the send action.
  4. Tap Send transfer request.
  5. Open Shift transfers and use the Sent and Received tabs to review requests, then tap Accept, Decline, or Cancel where available.

Each request shows a status badge: Waiting for colleague, Waiting for manager, Approved, Declined by colleague, Declined by manager, or Cancelled. A shift that already has a request in flight shows Transfer pending on its details screen instead of the transfer action. Pending-transfer counts appear on the dashboard and the Scheduler home screen.

See Use flair Scheduler on mobile for the full mobile walkthrough.

Approve a transfer in the Employee Hub​

  1. As a Manager, open Approvals.
  2. Select the Shift Transfer request.
  3. Review the original assignee, new assignee, shift time, and optional message.
  4. Click Approve or Decline.

Approve a transfer in Salesforce​

  • In the Scheduler, select the shift with the pending-transfer indicator, review the request, and approve or decline it.

Check the result​

After Manager approval, flair updates the shift assignee from the original employee to the receiving colleague. The shift moves between their My Shifts views, both employees receive a confirmation, and calendar sync, time tracking, and payroll integrations receive the new assignment.

If the Manager declines, the shift stays with the original employee and flair notifies both employees. A decline at either approval stage leaves the original assignment unchanged.

Cancel a transfer request​

  • Before Manager approval, open the outgoing request and cancel it. After approval, the shift is reassigned and requires a new transfer request to move it again.

Review the transfer audit trail​

Each transfer creates a Shift_Change_Request__c record in Salesforce with this information:

DataStored value
Original and new assigneeThe employees before and after the requested transfer.
ApproverThe Manager who reviews the request.
StatusApproval_Status__c, Colleague_Approval_Status__c, and Approval_Status_Detailed__c.
TimestampsThe time of each workflow step.
MessagesMessages exchanged during the request.

The audit trail supports compliance checks and payroll reconciliation.