Offer or reassign a shift in Roster Manager

Follow this guide to offer unassigned shifts or reassign existing shifts to other employees using the Fill Shift workflow in Roster Manager.

Offering shifts allows you to notify multiple employees of an available shift, letting them express interest. Reassigning enables you to reallocate a shift when an employee can no longer work, and optionally create a timesheet for record-keeping and payroll.

Prerequsites

Shift offer and reassignment workflows rely on setup outside of Roster Manager. Ensure the following are completed:

• Offer Delivery method is set, and Roster Send Templates are configured
• Roster Offer Update task is configured in Data Exchange
• If using Shift Consent, templates must be configured based on shift types and award profiles

These are typically managed by your system administrator.

Apply a shift type to trigger shift consent

If your organisation uses Shift Consent, ensure the shift has the appropriate Shift Type applied before offering or confirming it.

• Consent messages are triggered based on a match between the Shift Type on the shift and the Award Profile of the employee.
• If matched, the employee will be shown a consent message and must accept the terms before confirming or accepting the shift.

To apply a Shift Type, edit the shift and select the relevant option from the Shift Type dropdown.
See: Manage a single shift in Roster Manager – Edit a shift

If no matching Shift Consent Template exists, the employee will receive a standard offer without a consent prompt.

Part 1: Offer an unassigned shift to employee/s

1. Click the three dots on an unassigned shift.
2. Select Fill Shift.
3. Go to the Offer tab.
4. Use the search bar or filters (e.g. qualifications, default role, availability) to refine the list of employees.
5. Tick the checkboxes beside one or more employees.
6. Choose your notification message:
   • Select the SMS and/or Push Notification template.
   • Choose the SMS Gateway if using SMS.
7. Click Send Offer.

The shift now shows an Offer icon . Employees will be notified and can accept or decline the shift in the Work App. The shift will remain unassigned until accepted and processed.

Part 2: Reassign a shift and create a timesheet

To access this workflow, the shift must be Assigned, Published, and Confirmed.

1. Click the three dots on the assigned shift.
2. Select Re-assign shift.

In the Timesheet window:

1. Update fields as required (e.g. date, start time, break, role).
2. Select an appropriate Shift Type (e.g. sick leave, cancelled shift).
3. Tick Authorised if permitted by your access level.
4. Click Save Timesheet.

Then, choose one of the following:

1. Close to leave the shift unassigned.
2. Re-assign shift to open the Fill Shift window and:
   • Use the Assign tab to directly allocate to one employee.
   • Use the Offer tab to notify multiple employees.

The timesheet is saved for the original employee. The shift is either reassigned or reopened for offers.

Next steps

Once your request is sent:

• Employees receive a notification in the Work App and can accept or decline the shift.
  Learn more: How do I action an offered shift in the Work App
• If Shift Consent is enabled and the shift matches a configured template:
  • Employees must accept the consent message before the shift can be confirmed or accepted.
  • Consent messages apply to offered shifts and bidding workflows.
    See: How shift consent applies in the Work App
• Shift statuses update automatically in Roster Manager and can be viewed by reopening the Fill Shift window.
• If automatic assignment is enabled, the first employee to accept (or the highest-ranked, depending on your setup) will be assigned.
• If manual selection is enabled, managers will need to allocate the shift manually in the Fill Shift screen from the list of responders.

Additional information

• Offering a shift does not guarantee coverage. Shifts remain unassigned until an employee accepts and is processed via system rules or manual action.
• If an offered shift is edited, the offer is automatically withdrawn and must be resent. The updated shift is treated as a new offer.
• These workflows require appropriate Roster Manager permissions in your access level.
• The authorisation status for leave timesheets during reassignment depends on your access level and system setup.
• Delivery method (SMS, Push, or both) and offer behaviour (auto-assignment vs manual) are configured by administrators in System Settings and Data Exchange.
  See: Configure Roster Send templates and Configure Roster Offer sync task.
• System-generated notifications depend on your sync task setup and may include:
  • Accepted and awarded: Employees receive confirmation when awarded the shift.
  • Accepted but not awarded: Employees receive a notification that they were unsuccessful.
  • No response or declined: No notification is sent.
  • Manager notifications: Sent when a shift is filled or remains unfilled X hours before or after shift start.