Overview
Open Shifts are a flexible way to fill gaps in your schedule without assigning them directly to an employee. Instead, you create them as “available slots,” and eligible staff can choose whether to take them. This helps reduce last-minute issues, keeps rosters full, and gives employees more control over their schedules.
Understanding the Open Shifts Stats/Action Bar
The Open Shifts stats bar is the first thing you should check when managing availability. It sits just above each day in your roster and shows at a glance whether there are unfilled slots.
Green “0” = there are no open shifts that day.
Pink fraction (e.g., 2/5) = 2 shifts have already been accepted, and 3 are still open.
Green total (e.g., 5) = all 5 shifts are filled for that day.
The counter helps you quickly identify days that are fully staffed and those where coverage is still incomplete at a glance.
How to create an open shift
There are 2 ways to create open shifts, either from employee view or from shift view. All open shifts are issued when published.
Employee view
Go to Employee View for the location and date you want.
Make sure you’re inside the correct roster period (you can’t create Open Shifts in the past).
Click on the number in the Open Shifts counter.
Select Add a new Open Shift.
Fill in the creation modal:
Number of Open Shifts → how many identical slots you’re opening.
Open Shift Type → choose the role/category.
Replaceable Shift (optional) → allows employees to swap an existing shift for this one.
Skills (optional) → restricts to employees with specific skills.
Task (optional) → assign a specific task within the shift.
Accepted By → the list of eligible employees (auto-filtered by requirements).
Click Create Open Shift(s).
Confirm that the new Open Shift count appears in the roster grid for that day.
Shift view (Coming soon)
Editing Open Shifts
You may need to adjust open shifts if staffing needs to change. Editing works differently depending on the stage:
Before publishing [Unpublished]:
You can freely change the “Accepted By” list, total number of shifts, or Replaceable Shift option.
After publishing [Published]:
You can still edit shifts, but changes won’t apply until you re-publish.
This ensures employees only see finalized versions.
After a shift is accepted:
The accepted shift becomes locked.
At this point, the only option is cancellation.
Cancelling Open Shifts
Select the Open Shift you want to cancel.
The system will open a confirmation window → review details carefully.
If you cancel from the Open Shifts bar, you’ll get a quicker confirmation (since all info is already visible).
Confirm cancellation.
Special cases:
If the shift has already been accepted, it disappears instantly from the staff member’s schedule.
If the shift was created as part of a group of identical shifts, cancelling may remove all shifts in that group.
Monitoring Open Shifts
To keep schedules covered, you should regularly monitor open shifts:
Roster top-row counters: show overall status at a glance.
Employee View: lets you click the counters to see which shifts are still open or accepted.
Shift View: marks employees who have taken open shifts with a red line next to their name.
What happens if the Employee Click on "Change my mind" for normal open shift?
The system will then automatically reopen the shifts for others to pick up
Replaceable Open Shifts
Replaceable Open Shifts enables an employee to swap their existing shift for a new one, allowing you to cover a more important shift.
This can be used when a more important shift needs to be fulfilled, and you can ask someone who's already working, but on a slightly less important shift.
Enable Replaceable Shift when creating or editing.
Eligible employees (who already work that day) will see this open shift as a swap option.
If an employee accepts:
Their original shift is automatically removed.
The new shift is added instantly to both staff calendar and admin views.
What happens if the Employee Click on "Change my Mind" for replaceable open shifts?
If employees accepted an open shift but then changed their minds, the system will usually restore the original shift if still available.
Notifications
Staff Notifications
When an Open Shift is created and published, all eligible staff members receive an in-app notification.
This lets them know a new opportunity is available, and they can choose to accept it.
Admin Notifications
When an employee accepts an Open Shift, admins automatically receive an email notification.
The email includes key details such as:
Which employee accepted.
The role/shift they picked up.
The date and location.
This ensures admins are immediately aware of coverage updates without needing to check the roster manually.