Shift Roster — Scheduling and Managing Worker Shifts

🔵 Why This Matters

Shift Roster is the live grid that shows exactly who is working which shift, on which day, for a selected job order.

This helps you:

✅ Spot coverage gaps the moment they open up — not the morning of the shift
🔁 Push, cancel, reject, or reset a shift and have it take effect immediately — no separate confirmation step
📊 See fill rate at a glance with the Week Snapshot (Workers, Accepted, Waiting, Rejected)

Shift Roster is available to staffing company users and company (client portal) users.

🏢 Staffing company users — coordinators, account managers, and recruiters (CRs) — get access based on their assignment to the job order or client.
👤 Company users — roles such as Site HR (SHR), HR, and Supervisor — also get access, scoped to the jobs they're assigned to.

You can reach Shift Roster a few different ways:

🧭 Dashboard — the Timesheet Actions row has a Scheduling tile that opens Shift Roster directly.
🧭 Left-hand navigation menu — expand Mid Office and select Scheduling.
🧭 Companies list — hover over a company row to reveal an inline action bar, then click Shift Roster.
🧭 Inside a company — Shift Roster sits in the top tab bar alongside Job Orders, Time Clock, Timesheets, and Reports.

Choose a Location (optional) to narrow the roster to a specific work site.
Select a Job Order — this is required; nothing loads until a job order is picked.
Select one or more Shifts — the Shift list only shows shifts that belong to the job order you selected. Each shift you check gets its own section in the grid.

📌 Until both a job order and a shift are selected, the page shows an empty state instead of an error — this is expected.

Each row is one worker; each column is one day of the week. The badge in each cell shows that worker's status:

Badge	What It Means
Available	Not yet scheduled, but free to work that day
Waiting	A shift was pushed to the worker; no response yet
Accepted	The worker confirmed the shift
Rejected	The worker declined, or the shift was rejected on their behalf
Not Available	The worker isn't available that day

🚫 A worker can only be on one shift per day — pushing a new shift onto a day that already has one moves it, it doesn't add a second shift.

Open the three-dot menu (⋯) on any cell:

If the day is not yet scheduled, you'll see: Push Shift, Reset changes, Audit Log
If the day is already scheduled, you'll see: Push Shift, Cancel Shift, Reject (on behalf of candidate), Reset changes, Audit Log

Action	What Happens	Notifies Worker?
Push Shift	Schedules the worker; status moves to Waiting	✅ Yes
Cancel Shift	Cancels an already-scheduled shift	✅ Yes
Reject (on behalf of candidate)	Declines the shift for the worker	🚫 No
Reset	Hands the day back to the automatic scheduler	🚫 No

⚠️ If the week is payroll-locked, or the worker already has a timesheet tied to a different shift that day, Push is blocked.

Open the shift dropdown on the cell you want to change.
Pick the new shift and push it.
The worker is notified for that day only — their other days stay on the original shift, and only the day(s) you changed move to the new shift's section of the grid.

📧 When you push a shift, the candidate gets an email and a notification in the mobile app and web portal.
📅 Each day you push is its own shift card with Accept and Reject buttons — pushing a whole week creates 7 separate cards, one per day.
✅ As soon as the candidate responds, the grid updates: Accept turns the cell Accepted, Reject turns it Rejected — no refresh needed.

🔁 Week actions — apply Push, Cancel, Reject, or Reset across one worker's whole week in a single click.
👥 Bulk actions — select multiple workers with the row checkboxes; a bulk action bar appears with the same four actions. Bulk actions always show a confirmation first — how many days, across how many workers, and that candidates will be notified.
⚙️ Manage Shifts — the button in the header opens a window for staffing one specific day across the entire job order. It shows a shift dropdown, a date picker, and a search box. Each row shows the worker, the shift they're on (with a dropdown to change it), and their availability for that shift.

But, if you also change the same person’s shift for the next week - it becomes permanent and applies automatically for all future weeks.

📅 Date range — move week to week with the arrows or the calendar icon
📍 Location — narrows the roster to a specific work location
🏢 Job Order — required first
⏰ Shift — populated based on the job order selected
✅ Status — show only Waiting, Cancelled, Accepted, or Rejected workers
📆 Select Days — choose which weekday columns show; your choice is remembered next time

📥 Download exports the current roster view, respecting whatever filters are applied.
📤 Broadcast composes an email to fill open shifts. If you've selected specific workers with the checkboxes, it goes to just them; if none are selected, it goes to everyone currently shown in the filtered roster.
🔒 Dispatch Ready marks the roster as finalized and ready to go out for the selected week and job order.

🚫 Pushing a new shift onto a day that already has one moves it — it doesn't add a second shift alongside it.
🔒 A locked week disables every shift on the grid, not just the ones you're editing — check the page header for a lock message first if actions aren't responding.
📌 A job order and shift must be selected before anything loads — the empty state isn't a bug.
🔁 Reset doesn't notify the worker; Push, and Cancel do.
📅 A whole-week push creates 7 shift cards for the candidate — each day is accepted or rejected on its own.

⚙️ Use Manage Shifts when you need to staff many workers for one specific day, rather than clicking through individual grid rows.
📤 Use Broadcast with no workers selected to reach everyone currently on your filtered view — handy for a quick coverage nudge.
If you change somebody’s shift for the current week - The system considers it temporary only for this week.
But, if you also change the same person’s shift for the next week - it becomes permanent and applies automatically for all future weeks.