This guide explains when an open shift is assigned automatically, when it needs approval, and how roster conflicts and eligibility affect both support workers and administrators.
First to claim or admin approval
On the website, Assignment has two choices:
First to claim assigns the first eligible support worker who picks the shift up.
Admin approval keeps the shift open until an administrator reviews the request and saves the shift.
Make Shifts Open uses the labels Auto assign and Require admin approval for the same choices.
When the app shows Pick Up Shift
A support worker sees Pick Up Shift when all of these are true:
the open shift uses First to claim
the support worker is still in the audience
taking the shift would not pass their maximum weekly hours
the time does not overlap a published shift already on their roster
the time does not overlap a period they have marked unavailable
Confirming Pick Up Shift adds the shift to their roster and closes the open shift. Other pending requests for it are declined.
When the app shows Request Shift
A support worker sees Request Shift when any of these apply:
the open shift uses Admin approval
the shift would pass their maximum weekly hours, or they have already passed that limit
the time overlaps a published shift on their roster
the time overlaps a period they have marked unavailable
The confirmation explains the reason. A draft shift that overlaps the same time does not stop a first-to-claim pick-up. Draft shifts are not shown to support workers as bookings.
What administrators see when reviewing
Open a shift and select Review beside the requests. The list can show:
Non-compliant — the staff profile cannot be rostered
Hours limit — the shift would pass their maximum hours
Unavailable — they marked themselves unavailable
Shift conflict — they already hold a published overlapping shift
Draft overlap — they have a draft shift at the same time
Those warnings do not block Approve. The approval is the administrator's decision. A person who is archived, deleted, or no longer in the audience cannot be approved.
Approve only selects the person in the shift. The shift is saved when you select Save draft or Publish.
Alerts
Administrators who receive the Open Shift Requests alert are emailed New Open Shift Request when a support worker requests a shift. First-to-claim pick-ups do not send that request email.
After the end time
Once a shift has ended, support workers cannot pick it up or request it. On the roster the link changes from Review to View, and Approve is not available. An open shift that ended with nobody assigned is labelled Open Shift (Unfilled).
Related guides
Understanding Open Shifts — What Open Shifts are and when to use them.
How to Create and Manage an Open Shift — How to create, publish and review open shifts.
How to Find and Request an Open Shift — How support workers find and request shifts.