Swap Auto-Approval Rules — When Swaps Skip the Queue

Swap Auto-Approval Rules

If your org has set up auto-approval (Org Admin → Organization Details → Settings), some swaps may auto-approve and bypass the Approvals queue — but only when all safety conditions are met.

Conditions that must ALL be true

A swap auto-approves only when every one of the following holds:

Both parties hold the same Craft Group
The swapper holds all required scopes for the original shift
No compliance warnings would fire (rest, max hours, consecutive days, hours band)
The swap is more than N hours ahead of the shift start (default: 24 h)

If any condition fails, the swap stays in the Approvals queue for your decision.

Where to see auto-approved swaps

You'll see auto-approved swaps in Shift Deck → Activity (not Approvals). They're tagged AUTO-APPROVED so they're easy to filter.

Configuration (Org Admin only)

Organizations → your org → Settings tab.
Find Swap Auto-Approval.
Toggle on and set the lead-time hours (default 24 h).
Save.

Why use auto-approval

Faster turnaround for staff. Routine swaps don't wait for you to log in.
Less queue noise. Your Approvals queue focuses on swaps that genuinely need a decision.
Audit trail still complete. Every auto-approved swap is in Activity Logs with the rule that triggered the auto-approval.

Why you might NOT want auto-approval

Tight wards where you want eyes on every roster move
Orgs with strong fairness norms — auto-approval can drift coverage away from fair distribution
First few months of go-live — disable until you trust the eligibility filter

Tips

Watch Activity for the first month of auto-approval. Look for any swap that did auto-approve but in hindsight shouldn't have. Tune the lead-time up if so.
Auto-approval respects scope and compliance — it's not a free-for-all.
You can always revoke an auto-approved swap before the shift, with a reason logged.