Shift Swap Request Form — shared by the community
Tom H. shared this 13-question build with 2 conditional rules already wired up. Test it below, then take a copy.
A ready-to-use human resources form for HR, people ops and hiring managers: 13 questions, 1 page, 2 conditional rules.
- Shared by
- Tom H. · Agency owner
- Questions
- 13
- Replies
- 4
- Copies taken
- 133
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Live preview and test console
This is the real form. Answer it to test the 1 conditional rule — nothing is sent or stored.
Every question on this page is currently visible.
Works for you? Take Tom H.'s copy into your own workspace — questions, rules and settings included.
Who this template is for
Shift Swap Request Form is built for HR, people ops and hiring managers who need to run hiring and internal people processes on one auditable record.
- HR, people ops and hiring managers working in human resources.
- Teams who need to run hiring and internal people processes on one auditable record without writing code or paying for a custom build.
- Anyone replacing CVs, requests and approvals scattered across inboxes with one structured record per enquiry.
- Respondents are candidates and employees — the form asks them 13 questions across 1 screen.
- Mobile-heavy audiences, thanks to the one-question-per-screen card layout.
Why this form is useful
It removes the cost of CVs, requests and approvals scattered across inboxes and turns each submission into a record your team can act on immediately.
- 7 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It pins the request to a specific date.
- Conditional logic hides 2 questions until they are relevant — shorter forms convert better than long ones.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Shift Swap Request Form lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 2 conditional rules ship with it.
- Features conditional hiding: if “Has the other employee agreed to this swap?” is No, “Manager decision” is removed from the form and is never submitted.
- Features conditional validation: if “Does this swap involve different roles or certifications?” is Yes, “Confirm both employees are qualified for the swapped role” becomes mandatory before the form can be sent.
- All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
What this form asks
Swap details
- Requesting employeerequired
- Department / team
- Your shift daterequired
- Your shift timerequired
- Employee swapping withrequired
- Their shift daterequired
- Their shift timerequired
- Has the other employee agreed to this swap?required
- Does this swap involve different roles or certifications?
- Confirm both employees are qualified for the swapped role
- Reason for the swap
- Manager decision
- Manager notes
Conditional logic in this build
- When “Has the other employee agreed to this swap?” is No, hide “Manager decision”.
- When “Does this swap involve different roles or certifications?” is Yes, require “Confirm both employees are qualified for the swapped role”.
Questions about this shared form
How is this different from the Time Off Request Form?
A time-off request assumes the shift may go uncovered or be reassigned by the manager; a shift swap assumes two employees have already agreed to trade, and this form gets that trade approved before it's treated as final.
Does a swap change anyone's total hours?
It shouldn't, since it's a like-for-like trade — if a swap pushes someone over their normal hours, use Overtime Authorisation for that portion instead.
What if the two employees work different roles?
The form flags cross-role swaps and requires confirmation that both employees are qualified for the shift they're taking on.
How does this affect timesheets?
Once approved, update the Employee Timesheet Form or scheduling system to reflect who actually worked which shift, not who was originally rostered.
Is the Shift Swap Request Form template free to use?
Yes. You can preview and test Shift Swap Request Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Shift Swap Request Form template ask for?
It asks 13 questions across 1 page, 7 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Shift Swap Request Form form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this human resources form work?
2 conditional rules ship with the template: Features conditional hiding: if “Has the other employee agreed to this swap?” is No, “Manager decision” is removed from the form and is never submitted. Features conditional validation: if “Does this swap involve different roles or certifications?” is Yes, “Confirm both employees are qualified for the swapped role” becomes mandatory before the form can be sent. All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other. All rules are editable in the Logic tab.
Where do responses to the Shift Swap Request Form form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Shift Swap Request Form form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
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