Intended for: Manager | Application: Web application
Use this guide when your organization runs several separate businesses in Dayswaps (for example, several café branches, or separate businesses for a Hotel and a Restaurant) and you need to permanently move an employee from one business to another.
Before you start: two ways to move an employee
You can move an employee between businesses in two ways:
Via API integration — if your business is connected to an HR system through API sync, handle the move directly in your HR system. The new value appears in Dayswaps 15 days before the start date of the new record in the connected system. Contact Dayswaps customer support for details on how the sync behaves.
Manually in the app — the steps described below.
Do you have an active API sync? Don't perform the steps below manually — the sync could overwrite them. Contact customer support instead.
Short-term help between businesses
Do you only need temporary help (for example, covering a shift at another business) rather than a permanent move? Don't use the steps below — use a transfer shift instead. See How to Send an Employee on a Transfer Shift.
Steps: Permanently moving an employee
Check the employee's current status on their Employee Card or in the Business → People overview (Status column) — do they have an activated account with an email?
If the account isn't activated yet, activate it first. The move won't happen without activation. See How to Activate an Employee.
If the email is active, copy it exactly and use it when creating the new user in the other business (Business → People → Add Employee). See How to add employees to your company.
The employee must accept the invitation to the new business again (just like during initial activation).
Once the employee accepts the invitation at the new business, remove their access at the original business — the same way as a standard employee deactivation: first end their employment, then remove access. See Deactivating an Employee.
Inviting the same email (step 3) doesn't create a new license — for billing purposes the employee still counts as one person.
Don't remove access at the original business (step 5) before the employee accepts the invitation at the new one — otherwise they'll be left with no access at all for a while.
TIP: We recommend removing access only after payroll has been processed — otherwise the employee may drop out of standard reports. In the access-removal step you can set a future date directly, so you don't have to track this manually.
The employee's history (worked shifts, attendance, time-off requests) stays with the original business. The new user at the other business starts without this history.
If your organization uses a Balancing Period, hours are automatically split between the original and the new business — you don't need to manually recalculate the balancing-period quota at the new business. See Balancing Period for details.
Still need help?
Contact us via the helpdesk — click the blue bubble in the bottom right.