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How do I report on shift "Read" and "Declined" statuses?

Auditing staff interaction with vacancies.

This article provides instructions for administrators on how to audit employee interaction with shift vacancies. Tracking whether staff have read or declined shift requests helps you understand workforce engagement and identify gaps in shift coverage. 

Understanding Shift Request Notifications

When you send shift requests to multiple employees, they are notified via email, text message (SMS), the mobile app, or the web portal. Employees can then choose to accept or reject the request on a "first-come, first-served" basis. 

Monitoring Real-Time Status

To see which employees have interacted with a specific vacancy:

  1. Navigate to Rosters in the main menu and select the relevant service. 
  2. Locate the shift and click on it to open the shift detail overview. 
  3. If the shift is in Requested status, you will see a list of all employees who received the request. 
  4. The system tracks interaction markers to show if a staff member has engaged with the request through their personal dashboard or app. 

Generating Interaction Reports

To perform a broader audit of how staff are interacting with vacancies across your organisation, use the Report Suite.

  1. Go to Reports in the main menu. 
  2. Select 01-Planned Roster vs Actual T&A to see the current status of all shifts in the roster, including those that remain unallocated or were rejected. 
  3. For a specific overview of cancellations, select the Cancellations report. 
  4. To see a summary of shifts that have been unassigned (often due to staff being unavailable), select the Unassign report. 
  5. Enter your preferred date range and click the orange View button. 
  6. Click Export to download the raw data into an Excel or CSV file for detailed analysis of declined or unassigned shifts. 

Troubleshooting & FAQs

What does it mean if a shift clone failed? A shift may fail to clone if the assigned employee is no longer available or if a client’s Funding Confirmation has expired. 

Can I see why a staff member declined a shift? While the Roster overview shows the status, you can check the Unassign report for documented reasons if the staff member was previously assigned but then unallocated due to leave or unavailability. 

How do I know if an employee has seen the request? The shift status will remain as Requested until someone accepts it. You can check the Audit/Activity Log within the shift details to see specific timestamps of system interactions.