How to Swap Shifts in Smart Square: Step-by-Step Guide (2025)

Managing your hospital schedule can be challenging — but thanks to Smart Square, healthcare staff at Hackensack Meridian Health (HMH) can easily swap or trade shifts with coworkers.

This guide explains exactly how to swap shifts in Smart Square, how manager approval works, and what to do if your swap request isn’t showing up.

🧠 What Is Shift Swapping in Smart Square?

Shift swapping in Smart Square allows employees to trade scheduled work hours with a colleague. It helps maintain proper staffing coverage while giving employees flexibility for personal commitments.

Benefits include:

• Quick and transparent shift exchange process
• Reduced scheduling conflicts
• Automatic notifications for both parties
• Approval tracking by managers

🖥️ How to Swap Shifts in Smart Square (Desktop Version)

Follow these simple steps to swap your shift on the web portal:

Step 1: Log in to Smart Square

Go to https://smartsquare.hmhn.org and log in with your HMH credentials.
👉 Need help logging in? Read our Smart Square HMH Login Guide

Step 2: Open “My Schedule”

After login, click on “My Schedule” in the top navigation menu.
You’ll see your assigned shifts displayed on the calendar view.

Step 3: Select the Shift You Want to Swap

Click on the shift you’d like to trade. A pop-up box will show details like date, time, and location.

Step 4: Click “Swap Request”

From the pop-up window, choose “Swap Request”.
This will open a form to select a coworker to exchange shifts with.

Step 5: Choose a Coworker

You can search by name, department, or position.
Select the coworker who has an available shift that matches your criteria.

Step 6: Add Notes (Optional)

Add a short note explaining the reason for the swap (e.g., “Need to attend family event”).

Step 7: Submit for Approval

Click “Submit” to send your request.
Your manager will receive a notification for review and approval.

Step 8: Wait for Approval

You’ll be notified once your manager approves or denies the request.
Approved swaps will automatically update both employees’ schedules.

📱 How to Swap Shifts Using Smart Square on Mobile

You can also submit swap requests directly from your mobile device.

Step-by-Step Mobile Instructions:

1. Open your mobile browser (Chrome or Safari).
2. Visit smartsquarehmh.net and log in.
3. Tap “My Schedule.”
4. Tap on the shift you want to swap.
5. Choose “Swap Request.”
6. Select your coworker → Add note → Submit.

💡 Pro Tip: You can add Smart Square to your home screen for faster access (Menu → “Add to Home Screen”).

⚙️ Understanding the Approval Process

Shift swaps are not automatic — they require manager approval.
Here’s what happens after you submit a request:

🧩 Common Shift Swap Issues (and Fixes)

🔒 Best Practices for Shift Swapping

• Always communicate with your coworker before sending a swap request.
• Submit swaps at least 24 hours before the scheduled time.
• Avoid excessive swaps — some units have limits per month.
• Check your updated schedule to ensure changes are reflected.
• Never trade shifts without manager approval — unauthorized swaps can affect payroll.

Frequently Asked Questions (FAQs)

Final Thoughts

Smart Square HMH makes shift swapping simple and secure — empowering healthcare teams to stay flexible while maintaining patient care standards.

Follow the steps above, communicate with your coworkers, and always confirm your manager’s approval. Once you get familiar with the process, managing your schedule becomes quick and stress-free.