---
title: Exchange Button
description: When employees cancel a role without arranging for a replacement, it creates extra work for the manager. With the “Swap” button, this task can be delegated to employees, and roles can be filled more quickly by a suitable person. If…
url: "https://churchtools.academy/en/help/churchtools-modules/administration-events/exchange-button/"
updated: "2026-11-05"
category: Events / Administration
tags:
  - Content outdated
---

# Exchange Button

When employees cancel a role without arranging for a replacement, it creates extra work for the manager. With the “Swap” button, this task can be delegated to employees, and roles can be filled more quickly by a suitable person. If someone is unable to work a role, they can now use the “Swap” button to swap their role with another person.

## Requirements

There is no specific permission required for the “Swap” button. Whether it appears or not depends on two factors:

### 1. Swapping is allowed

For events, the exchange must be permitted for the respective role. This means that in the module's *master data*, you must click the wrench icon for a *role* and then, in the *"Edit Role* " window, check the box next to *"Service requests may be exchanged*."

[![](https://churchtools.academy/wp-content/uploads/2019/07/image-18.png)](https://churchtools.academy/wp-content/uploads/2019/07/image-18.png)

### 2. Swap Partners Available

The “Swap” button appears as soon as there are potential swap partners for the current role. Example: People have already been assigned to the “Worship” role for future dates. Therefore, the “Confirm,” “Decline,” and “Swap” buttons appear next to the respective role.

[![](https://churchtools.academy/wp-content/uploads/2019/07/image-19.png)](https://churchtools.academy/wp-content/uploads/2019/07/image-19.png)

## Make a trade request

When you click the "Exchange" button in a role, a list of all the people you can exchange with will appear.

[![](https://churchtools.academy/wp-content/uploads/2019/07/image-20.png)](https://churchtools.academy/wp-content/uploads/2019/07/image-20.png)

By clicking " *Submit Exchange Request*," you can send a request to one or more people. The exchange partner will then receive a notification on the Home page about their pending exchange requests. They can accept or decline these requests.

[![](https://churchtools.academy/wp-content/uploads/2019/07/image-22.png)](https://churchtools.academy/wp-content/uploads/2019/07/image-22.png)

A notification about the exchange request also appears in Events.

[![](https://churchtools.academy/wp-content/uploads/2019/07/image-21.png)](https://churchtools.academy/wp-content/uploads/2019/07/image-21.png)

## E-mail Notifications

The following e-mails are sent:
1. A trade is requested (the following trade icon appears in Events:)

[![](https://churchtools.academy/wp-content/uploads/2019/07/image-23.png)](https://churchtools.academy/wp-content/uploads/2019/07/image-23.png)

2. Exchange request was declined
3. Exchange request was accepted (in Events, the participants' names are swapped and marked as confirmed)
4. Exchange request was canceled

In the event of a rejection or cancellation, the exchange process starts over from the beginning. Anyone who has already been requested and has declined will *be displayed*again under *“Status”*in *“Submit Exchange Request*.”

#### Read more

- [Overview and Reminders for Your Own Roles](https://churchtools.academy/en/help/churchtools-modules/staff-volunteers/overview-and-reminders-for-your-own-roles/)
- [Absence](https://churchtools.academy/de/help/churchtools-module/mitarbeiter/abwesenheit/)
- [An Employee's Roles](https://churchtools.academy/en/help/churchtools-modules/staff-volunteers/an-employees-roles/)