This article outlines how to create and manage shifts in the roster. Whether you are viewing from the Staff, Participant, or Site view, the process remains consistent. Except depending on the view, the staff, participant or site will be set by default.
Creating a Shift on a Day with No Existing Shifts
Navigate to the relevant day in the roster where no shifts currently exist.
You will see a box with a grey plus icon. Select this box to create a new shift.
A shift modal will appear, providing multiple sections to configure the shift.
Shift Modal Overview
The shift modal includes the following tabs:
Details
Availability
Logs
Location (where shift has been clock on/off)
Repeat Shifts (Coming Soon)
Allowances (visible only after the shift has been saved and the staff has the required permissions)
Shift Details Section
In the Details tab, enter the core shift information:
Shift location
Shift type
Start and finish time
Break minutes
Staff member
Shift role
Participants
Additional shift details
Leave type (cancelled shift)
Shift status (Draft or published)
Click the blue Save button to save the shift, or the grey Cancel button to discard your changes.
Shift roles and leave types are customisable, with colours able to be assigned to each shift role and leave type. Shift roles are able to be configured within the Admin -> Configurations -> Roster. Leave types are able to be configured and assigned pay rates within the Finance -> Leave section of Diversity Sync'd.
A shift is able to have both a shift role and leave type assigned, the roster will be prioritised to show the leave type and colour. If a shift is cancelled within a staff leave request the leave type will be assigned to the cancelled shift. A shift also is able to be created as a leave type within the roster without needing to assign a shift role. A shift is also able to be created without both a shift role and leave type.
Availability Section
This section allows you to set staff availability for the selected day. This information will be displayed on the staff roster for the day and staff.
Availability options include:
No Response - The staff member has been contacted but have not yet responded.
Unavailable - The staff member is not available at any during the selected time during the day or all of the day.
Available - The staff member is available for part or all of the day.
You're also able to add additional notes.
Click Save to confirm, Clear to remove changes, or Cancel to exit without saving.
Logs Section
The Logs tab provides a detailed history of all modifications made to the shift, offering transparency into any changes.
Location Section
The Location tab shows where the staff member clocked on and off for the shift, if applicable.
Allowances Section (After Shift is Saved)
Once the shift is saved, staff with the appropriate permissions can access the Allowances tab to add applicable shift allowances.
Allowances must be created in the Finance -> Allowances section. For more details, refer to the Finance support documentation.
Editing a Shift
To edit an existing shift:
Select the day the shift is scheduled for. This opens the Multi Shift View modal.
This view provides:
If day has approved leave for the staff member
A list of all shifts scheduled for the day
SCHADS hours breakdown (if have appropriate permission)
Options to select, cut, copy, or delete shifts
Clicking on a specific shift within the modal allows you to:
Edit or delete the shift
Participant Shift Notes and Required Forms
From the Multi Shift View:
Select the red book icon to access participant shift notes
Click View Shift Note for the selected participant
Before accessing notes, you're able to see if any required forms are linked to the shift.
Shift Information and Participant Requirements
Each shift displays the following details, where applicable:
Participant requirements (from the participant's profile)
Shift status
Approved leave
Shift ID
Shift Type
For further guidance, refer to the support documentation or contact your manager.