Conversational form

Shift swap request form

A shift swap is agreed in a corridor and then forgotten by everyone except the person who did not turn up. This request writes the whole arrangement down in eleven taps: the exact shift, the exact colleague, whether they actually said yes, and what is coming back the other way. It is conversational, because it is answered on a phone between tables, and because there is nothing here to upload or sign.

Create a form with OneCraft11 fields, 8 required

Welcome screen of the shift swap request form example — The welcome screen respondents see first. The image was generated for this example.

The form itself

A static copy of the finished form, exactly as it renders. Nothing here can be filled in or submitted, so read it as a reference and build your own from the button above.

Page 1 of 11

Who is asking? *

First Name

Last Name

↵Enter

Every field, and what it collects

The complete field list, in the order respondents meet it.

Who is asking?NameRequired
Your employee numberShort textRequired: Two people on this roster share a first name and a last name, which is exactly the sort of thing a swap request should not depend on.
Which department?DropdownRequired: Swaps are approved within a department. A housekeeper cannot cover the night audit, however willing everybody is.; Options: Front desk · Housekeeping · Restaurant · Bar · Kitchen · Maintenance and grounds
Which day is the shift you want to give up?DateRequired
And which shift on that day?DropdownRequired: Options: Breakfast, 6am to 2pm · Day, 10am to 6pm · Evening, 2pm to 10pm · Close, 5pm to 1am · Night audit, 11pm to 7am
What are you actually asking for?Single choiceRequired: These are three different things and the roster treats them differently. Only the first one leaves the total hours unchanged for both of you.; Options: A straight swap, they take mine and I take one of theirs · They take my shift and nothing comes back · I want to give it up and nobody has offered yet
Who is taking your shift?Short text: A first name is not enough on a roster of this size. If nobody has offered, say so and the duty manager will put it on the board.
Have they agreed?Single choiceRequired: An honest not yet is far better than an optimistic yes. A swap that falls over on the day is a shift with nobody on it.; Options: Yes, in writing, and they know the date and time · Yes, we spoke about it · Not yet, I am asking them today · Nobody has been asked
If it is a swap, which shift of theirs are you taking?Short text: Date and shift, in one line. Leave it empty if nothing is coming back the other way.
Does this swap break either of the roster rules?Single choiceRequired: The two that catch people are ten hours off between the end of one shift and the start of the next, and no more than five days in a row. The duty manager checks both, and you already know the answer. Saying yes does not stop the swap, it means somebody looks properly.; Options: No, neither of them · It leaves under ten hours between two shifts · It makes six or more days in a row for one of us · I am not sure
Anything else the duty manager should know?Long text

What makes this form work

It separates a swap from a giveaway

Three options, and only the first leaves the total hours unchanged for both people. Most swap forms collapse the three into one, which is how somebody ends up eleven hours short in a pay period and nobody can say when it happened.

"Have they agreed" has four answers, and two of them are no

Yes in writing, yes we spoke, not yet, nobody asked. Giving honest answers a place to live is what stops a request arriving as an optimistic yes, which is the version that produces an empty shift on a Friday night.

Every question carries its reason under the label

A conversational form prints a field description under the question, which a classic form does not do outside file and photo fields. That is why the department question can explain that swaps are approved within a department, in the moment somebody is choosing.

Questions people ask

What makes a shift swap request go wrong?

Three things, all of them recorded here. The shift was described loosely and two people pictured different days. The colleague never actually agreed. Or it was a giveaway dressed up as a swap, and nothing came back. Naming the date, the block, the person and the return shift is the whole job.

Should the person taking the shift fill in their own form?

Not for a swap this size. One request, sent by the person giving the shift up, with the other name on it and an honest answer about whether they agreed, is faster and gives the duty manager one thing to read. Two forms means two records that can disagree, and somebody has to reconcile them.

Why ask about the roster rules when the manager will check anyway?

Because the two people who created the problem are the two who already know the answer, and answering costs one tap. Ten hours between shifts and a limit on consecutive days are the rules a swap breaks most often, and putting them in front of the requester means most requests now arrive already compliant. The manager still checks.

Can a form approve the swap?

No, and it should not pretend to. There is no approval state, no notification back to the requester and no write into a roster. The thank-you screen says plainly that the roster is unchanged until somebody replies, which is the single most useful sentence on the form.

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Want the steps in the builder? Read Create a conversational form with AI, then Classic or conversational, and how to choose. For everything this generator can do, see the form maker.