A shift swap or special day changes a particular date or range without replacing your repeating D/N/O pattern. RotaFlow keeps these exceptions separate so the normal rotation continues after the change.
A rota is a plan that repeats. A holiday, a sick day or a one-off swap usually is not. Keeping those two ideas separate makes it easier to see what changed and why, while still trusting the dates that follow.
Choose the kind of change you need
Use a shift swap or supported override when the assigned shift changes. Use a special day for supported categories such as Vacation, sick leave, training, holidays or on-call work. Add a note only when it will be useful later.
A personal swap record updates your own rota. It does not automatically notify a coworker, create a shared agreement or obtain approval from your workplace. Trade Board is the separate coordination flow.
Check the dates before saving a range
For a multi-day change, inspect both endpoints and the selected dates between them. Pay particular attention to a Night shift that finishes on a following calendar date. The shift’s assigned date and its finish date are not always the same thing.
RotaFlow checks supported overlapping special-day conflicts. Read a conflict message rather than assuming the newest record will silently replace whatever is already there.
Understand the Free and Pro limits
Free allows up to five upcoming special-day spans and a 30-day future creation window. Free future editing of swaps and overtime is also limited to 30 days. Pro extends these planning capabilities.
A multi-day span is different from several unrelated records. Check how the app groups your dates, especially when editing or removing one part of a range. Premium controls should reflect the actual saved data, not just a different appearance.
Review the result across your schedule
After saving, check the changed date and the first normal day after it. Look at reminders, working-time estimates and any calendar export you rely on. An exception that is correct in the app may still be absent from an older file you sent to someone.
Undo or edit the exception when plans change again. Do not shift the base pattern’s anchor date to repair a single day: that can displace the rest of the rotation.
Feature FAQ
Will a vacation range change my whole rotation?
It should be recorded as an exception to the pattern. The underlying sequence continues after the selected dates.
Is a swap in my app automatically a coworker agreement?
No. A personal record and a coordinated Trade Board exchange are different workflows. Follow workplace approval requirements.
How far ahead can I add changes on Free?
The documented free future window for special days, swaps and overtime is 30 days. Free also limits upcoming special-day spans to five.