An accepted swap lives on the Active Swaps tab until both authors have sent and confirmed. Confirming is how BookSparker knows a newsletter went out, and it is what turns a swap into a completed one with numbers behind it. This article covers that step and everything you can still change on the way.
Confirm swaps and change dates
What happens after a share date: the seven-day confirmation window, the confirmation wizard, what a fully confirmed swap looks like, requesting a date change, cancelling, hiding and private notes.
Last updated September 7, 20263 min read
Dana Whitlock3 days left to confirm
Receiving:
FeatureTheir list:Cosy Mystery Weekly(12,400)•They shareSeptember 3
Sending:SoloYour list:Thriller Fans(8,150)•You shareSeptember 5
Their sending statusSending Confirmed
Your sending statusAwaiting your confirmation
Confirm
Each side of a swap has its own status: Sending Confirmed, Awaiting your confirmation, Awaiting their confirmation, or Upcoming while a date is still ahead. Once your own share date has passed, a countdown appears on the card and the tab badge counts the swap as needing you. Show only swaps that need my confirmation narrows the tab to those, and they sit at the top of the list either way.
Confirm your send
Confirm opens Confirm Swap Completion, a short wizard.
Confirm Swap Completion
Swap with Dana Whitlock: Solo
1
Select Campaign2
Preview URL3
ConfirmCampaigns Loaded Successfully
Found 24 sent campaigns. Select the campaign you sent for this swap.
Search campaigns by name or subject...
March newsletter: a twisty new thriller
Subject: A twisty new thriller for your weekend
Sent: Sep 5, 2026 at 01:44 PM
Preview URL will be auto-detected
Weekly round-up #48
Subject: Three books I could not put down
Sent: Sep 1, 2026 at 01:44 PM
CancelConfirm Swap
- Select Campaign. BookSparker loads the campaigns you have sent from your email provider. Pick the one that carried the swap.
- Preview URL. Only if needed. MailerLite, Mailchimp, Kit and EmailOctopus report the campaign through their API, so this step is usually skipped or filled in automatically. With another provider you paste the campaign's preview link yourself.
- Confirm. Check the details, which are shared with your partner, and choose Confirm Swap.
The seven-day window
Each side has seven days from its own share date to confirm. If the window closes without a confirmation, that side is marked Auto completed: No data provided and the swap carries on without its campaign data. Nothing else fails, but the swap records no results for that side, and repeated no-data completions show in your reputation.
Both confirmed
When both sides have confirmed, the card shows a green 100% Confirmed banner with each campaign's subject, send time and stats, and the swap moves to History.
Change a share date
Edit Dates on an expanded card opens Request Date Changes. It is available only while both share dates are still ahead; once either date is today or past, the dates are locked.
Current Share Dates
Share date of their book:
September 16, 2026
When you share their book
Share date of your book:
September 14, 2026
When they share your book
Requested Date: September 23, 2026
Dana Whitlock must approve this change
Note: All date changes require approval from the other party, as changing either date can affect their schedule and promotional plans.
Pick a new date for one or both sides from the calendar and add a message if you like. Every change needs the other author's approval: they see Approve Change and Decline on their card, you see Cancel Request until they answer, and only one change can be pending at a time. If they approve, the new date also moves the confirmation window with it.
Cancel a swap
Cancelling a confirmed swap breaks a promise the other author has planned around, so BookSparker asks for a reason and warns that cancellations affect your reputation. Cancel Confirmed Swap, reached from the calendar, requires the reason; the cancel option inside Request Date Changes makes it optional. You cannot cancel while the other author has already sent and your own date is still ahead: complete your send, or contact us if something is wrong.
Hide, History and notes
- Hide tidies a swap off your Active Swaps list once you have confirmed your side and are only waiting on theirs. Show hidden brings it back, and it still lands in History when both sides are done.
- History is where completed, declined, cancelled and expired swaps end up.
- Note keeps a private reminder on the swap, marked Internal note (only you can see this). The other author never sees it.
Common questions
My campaign is not in the list. What now?
Use the search box first; the wizard loads your most recent campaigns. If the integration behind the swap was disconnected, reconnect the same account under Mailing Lists and open the wizard again.
Can I confirm before my share date?
No. Confirm appears only once your share date has passed, because it records a send that has already happened.
What if I confirmed the wrong campaign?
Confirmations are final in the product. Contact us with the swap and the correct campaign, and we will look into it.
Why can I not change the dates any more?
One of the two share dates is today or already past. From then on the swap is in its confirmation phase and the dates are fixed.