# Adding a Shift (Internal or Non‑support)

Source: https://docs.astalty.com.au/guide/scheduling/adding-shifts/adding-a-shift-internal-or-nonsupport

> Roster internal or non-support time like admin, meetings, or training without billing a Participant.

Scheduling add-on - This feature requires the Scheduling add-on, which is available on Astalty Premium. See How to enable Scheduling.

## Overview

Use Shift when you want something on a worker's roster without directly billing a Participant. Handy for admin time, meetings, training, office duties, or other internal tasks. It shows on the roster and timesheets, but it does not create Participant charges.

You can roster one or more Support Workers on the same internal event. This is useful for anything that involves a group of staff - like a regular team meeting or a training session - so you can set it up once instead of creating a separate shift for each person. Every worker you add gets their own shift under the internal event, and you can add or remove workers later.

> **Related**
>
> Internal events can also have notes added against them, with everyone rostered on the event sharing the one notes thread. See [Internal Event Notes](https://docs.astalty.com.au/guide/scheduling/internal-event-notes).

## How to add a Shift

### Open Scheduling

Go to the [Scheduling](https://app.astalty.com.au/scheduling/schedule) option on the left-hand side menu and click Add Shift in the top right.

### Choose type

Select Shift.

![The Who & When section of the create form with the event type options highlighted and Shift selected among Direct Support, Group Support, Flexible, Shift and Unpaid Break.](https://docs.astalty.com.au/assets/shift-1.png)

### Assign Support Workers

In the **Support Workers** field, select everyone who should be rostered on this internal event. You can choose a single worker or add several - each Support Worker you select gets their own shift under the event.

If your account uses [custom allowances](https://docs.astalty.com.au/guide/scheduling/setup/custom-allowances), choose any that apply to each worker in their **Custom Allowances (optional)** field.

Click a name in the **Select Support Workers** list to select or deselect that worker, and use **Select All** in the top right when you want everyone rather than picking them one at a time. See [Selecting every Support Worker at once](#selecting-every-support-worker-at-once) for how it works with search and filters.

> **Rostering someone who's on leave or unavailable?**
>
> If a selected worker has approved leave, recorded unavailability, or a pending leave or availability request during the shift, Astalty asks you to confirm before creating it (or before adding them as an attendee - see [Adding more Support Workers](#adding-more-support-workers)). See [Confirming an Unavailable Worker When You Create a Shift](https://docs.astalty.com.au/guide/scheduling/managing-availability#confirming-an-unavailable-worker-when-you-create-a-shift).

### Add details

Enter the Shift details text. Use this for what the task is, where, and any instructions.

### Set time and date

Use the date and time picker to set the start and finish.

> **Note**
>
> Shifts can be added retroactively, allowing any last-minute or previously missed shifts to be recorded accurately.

### Repeat options

If needed, set it to repeat. You can repeat daily, weekly, fortnightly, or monthly, choose the days, and set an end date. The repeat end date can be up to two years away.

### Create

Review and click Create to add the shift.

## Extending a Recurring Internal Event

You can add more occurrences after a repeating internal event's current end date without recreating the series:

1. Open an occurrence from the Schedule.
2. Select **Actions > Extend Internal Event**.
3. Choose a **New End Date**. You can also use the 1 month, 6 months, 1 year, or 2 years shortcuts.
4. Select **Extend**. If an attendee is unavailable for a new occurrence, review the warning and confirm before continuing.

Astalty adds occurrences after the old end date using the same repeat pattern and attendees. **Extend Internal Event** appears only for a repeating series with an end date and requires permission to update shifts. A series set to repeat with no end date does not need extending.

If you previously changed this and future occurrences, open an occurrence in that newer part of the series before extending it. Astalty tells you the first date from which the continuation can be extended.

## Offering an Unassigned Internal Shift on the Shift Board

If an internal shift has no Support Worker assigned, you can offer it to selected workers through the [Shift Board](https://docs.astalty.com.au/guide/scheduling/shift-board-workflow):

1. Open **Scheduling > Unassigned Shifts**.
2. Select the internal shift.
3. Select **Broadcast Shift**.
4. Choose at least one Support Worker and submit the broadcast.

The shift must be in the future and must not already have an active broadcast. A recurring internal event is offered one occurrence at a time, so repeat these steps for any other dates you want to offer.

## Selecting every Support Worker at once

If an internal event involves most or all of your staff - an all-hands meeting, a compliance training day, or an organisation-wide briefing - use **Select All** in the top right of the **Select Support Workers** list to add everyone in one click, instead of ticking each person off.

![The Select Support Workers window with a Search workers box, a Filter button and a list of Support Workers by name, with an arrow pointing at the Select All button at the top right and No Support Workers Selected in the footer.](https://docs.astalty.com.au/assets/internal-event-select-all-support-workers-guide.png)

Once everyone has been added, the button changes to **Deselect All**, so the same button clears the selection again.

**Select All** is available both when you first create the shift and when you use **Add Attendees** on an existing internal event.

The list only ever includes Support Workers who can be rostered, so archived and deactivated staff are never picked up by **Select All**.

### Selecting a group instead of everyone

**Select All** only ever applies to the Support Workers who match what is currently in the list, so search or filter first to add a specific group:

- Type in **Search** to narrow the list by name, then click **Select All** to add only those workers.
- Use the filter icon next to the search box to filter by **Team** or **Region**, then click **Select All** to add just that team or region.

This includes every worker who matches, not only the ones visible on the page you are looking at - so you do not need to page through the list first.

> **Note**
>
> Changing the search or filters resets the button back to **Select All**. **Deselect All** also only removes the workers currently matching - anyone you added under a different filter stays selected, so you can build up a selection team by team.

> **Team and Region filters**
>
> The **Team** and **Region** filters only appear if those features are turned on for your organisation and your role can view all teams or all regions. See [Regions](https://docs.astalty.com.au/guide/settings/regions) for how workers are grouped into regions.

### Selection limit

You can put up to **500** Support Workers on a single internal shift, and add up to 500 attendees at a time to an existing one. That is enough for a whole organisation in most cases.

If **Select All** matches more workers than there is room for, Astalty adds as many as it can and tells you how many were left out, so you can narrow the filters and choose a different group. Once the selection is full, the remaining names are greyed out until you deselect someone.

## Managing Support Workers on an internal event

Open an internal event from the [Schedule](https://app.astalty.com.au/scheduling/schedule) to see everyone rostered on it. The **Internal Event Details** drawer lists a shift for each attending Support Worker, so you can manage each person's shift - including breaks, clock in/out, publishing, or reassigning - individually.

### Adding more Support Workers

To add extra workers after the event has been created, click **Add Attendees**, select the Support Workers you want to add, and confirm. Each new attendee gets their own shift on the event. **Select All** is available here too - see [Selecting every Support Worker at once](#selecting-every-support-worker-at-once).

If the internal event repeats, you can also tick **Add attendees to future internal events in this schedule** and then choose which upcoming events in the series to add the workers to.

If your account uses [custom allowances](https://docs.astalty.com.au/guide/scheduling/setup/custom-allowances), choose any that apply to each new attendee in their **Custom Allowances (optional)** field.

![An internal event's details showing Internal Event Details and Notes, with an arrow pointing at the Add Attendees button above its 2 Shifts for Nadia Whitfield and Liam Bennett.](https://docs.astalty.com.au/assets/internal-event-add-attendees.png)

### Removing a Support Worker

To take one worker off the event, open their shift from the list, and use its **Actions** menu to **Delete Shift** (or **Unassign Support Worker** to leave the shift in place but unassigned). The rest of the attendees keep their shifts.

> **Deleting the whole event**
>
> Deleting the internal event itself removes the shifts for **all** attendees. This cannot be undone. Remove an individual worker via their own shift if you only want to take one person off.

> **Broadcasting an unassigned internal shift**
>
> Once a shift is unassigned, you can broadcast it to Support Workers from the Shift Board, the same way a support shift is broadcast - one shift at a time. See [Shift Board Workflow](https://docs.astalty.com.au/guide/scheduling/shift-board-workflow#broadcasting-an-unassigned-shift).

## Cloning a Shift

You can clone a Shift to create a duplicate event for the same or different Support Workers. To do this, click on the **Actions** button, and select **Clone Internal Event**. The attendees from the original event are carried across, so you can add or remove workers as needed.

![An internal event's details with the Actions button highlighted and an arrow pointing at Clone Internal Event in the open menu, above Delete Internal Event and Audit Trail.](https://docs.astalty.com.au/assets/clone-shift-1-guide.png)

From there, you can update the details as required, and then click **Create**.

![The lower part of the form opened by Clone Internal Event, with the 2 Support Workers Selected list of Nadia Whitfield and Liam Bennett highlighted under Workers, the Team Meeting Shift Title and details carried across under Shift Details, and an arrow pointing at the Create button.](https://docs.astalty.com.au/assets/clone-shift-3.png)

## Video Walkthrough on How to Add a Shift (Internal or Non‑support)

This video walks through how to add a shift support.

Video walkthrough: how to add a shift internal or nonsupport.