A shift swap log turns "can you take my Tuesday?" from a hallway conversation into a row on paper. This printable holds twelve swaps on one sheet: the date, the alias handing the shift off, the alias picking it up, the shift itself, a circle for the answer, and initials. Print one per team and tape it where the roster lives, so "wait, who's covering Tuesday?" gets answered by pointing at the sheet. As an employee shift change template, free to reprint whenever the twelve rows fill up. The full HR Ops Kit is linked at the bottom.
How to use this page: print at 100% scale, one sheet. Write your workplace's own swap rules into the rules box first, in your words. Log a swap once it's agreed: date, the alias of whoever hands the shift off, the alias of whoever takes it, and the shift. Circle Y or N in the approved column only when the answer exists, then initials from whoever confirmed it. A blank circle means pending. Twelve rows full? Print another sheet.
Everything on the sheet is write-in on purpose: no preset rules, no policy text, no names. The rules box stays empty until someone writes the workplace's own swap rules into it, three lines: who approves a swap, how much notice it needs, which shifts can move. Aliases, not names, because the sheet lives in the open near the roster; names belong in the personnel record, which stays somewhere locked. The shift column takes whatever your roster calls a shift: a day code, a time range, or both.
One row per swap. Circle Y or N only when the answer is real; blank means pending. Initials close the row.
Team: Week starting: Supervisor:
Your workplace's swap rules, in your words: who approves, how much notice, which shifts can move:
| Swap log - 12 rows | ||||||
|---|---|---|---|---|---|---|
| # | Date | From (alias) | To (alias) | Shift | Approved (circle) | Initialed |
| 1 | Y / N | |||||
| 2 | Y / N | |||||
| 3 | Y / N | |||||
| 4 | Y / N | |||||
| 5 | Y / N | |||||
| 6 | Y / N | |||||
| 7 | Y / N | |||||
| 8 | Y / N | |||||
| 9 | Y / N | |||||
| 10 | Y / N | |||||
| 11 | Y / N | |||||
| 12 | Y / N | |||||
The approved circle only marks an answer that was already given somewhere real, and the initials say who gave it. The sheet records swaps; it does not approve them and it does not settle disagreements. When the same shift keeps changing hands, the twelve rows make that visible fast, which is most of what a log does that memory can't.
This page is the scheduling slice. The full product is six templates for the HR jobs a small business runs in its first months, from the README:
"Six paper-ready templates for the HR jobs a small business actually has to do in its first months: hand a new hire a handbook, walk them through 90 days, keep a personnel record, score interviews, run an offboarding, and log incidents. No app, no subscription." - the product README
For the time-off side of the same sheet, the PTO tracker printable logs requests the way this one logs swaps. The new hire onboarding checklist covers the first week on two pages, and the shift work schedule template handles the rotation calendar itself, with its own six-row swap log. The full catalog lists everything else.
Honest note: this is an organizational log for shift changes, and it is not legal or HR advice. From the kit's own files: "Template, not legal advice. Employment rules differ by jurisdiction; review with qualified counsel before use." The templates are generic starting points, written without any specific country, state, or province in mind; have a qualified professional review anything you plan to issue as policy. The sheet records which shifts changed hands and who confirmed it; it approves nothing, and the tips above are opinions from use, not research findings.
one-time · A4 + US Letter PDFs + editable handbook file · instant download · templates only, not legal advice