Shift Board Workflow

Overview

The Shift Board is used to manage unassigned and broadcasted shifts, review worker interest, and approve shift requests.

Shifts can be:

• Created as Unassigned Shifts

• Broadcast to selected or compatible Support Workers

• Approved and published to a worker’s roster

The Shift Board ensures that vacant shifts are filled efficiently while maintaining full visibility of approval requests.

Accessing the Shift Board

1. Navigate to Scheduling from the left-hand menu.

2. Select Shift Board from the sub-menu.

The Shift Board displays:

• All broadcasted shifts

• Shifts awaiting approval

If a shift is awaiting approval:

• An icon will appear next to the shift.

• A number indicator will appear beside Shift Board, showing how many approval requests are pending.

Broadcasting an Unassigned Shift

Unassigned shifts must be broadcast before Support Workers can express interest.

Step 1: Open Unassigned Shifts

1. From the Scheduling sub-menu, click Unassigned Shifts.

2. Click into the relevant support.

Step 2: Broadcast the Shift

1. In the top right-hand corner, select Broadcast Shift.

2. Choose one of the following options:
   

   • All Workers

   • All Compatible Workers

If All Compatible Workers are selected, Astalty will automatically broadcast the shift only to workers who meet compatibility requirements.

Workers who are not selected will not receive a notification about the available shift.

What Happens After Broadcasting?

• Selected Support Workers receive a notification in the app.

• Workers can express interest in the shift.

• The shift will then appear in Shift Board, awaiting approval.

Identifying Approval Requests

When a Support Worker expresses interest:

• An approval icon appears next to the Shift Board. 

• The Shift Board notification number updates to reflect pending approvals.

Reviewing and Approving a Shift Request

Step 1: Open the Shift Board

1. Click into the shift marked as Awaiting Approval.

Step 2: Review the Request

You can view:

• The Support Worker who submitted the request

• The time they expressed interest

Please note that in some instances, you may have multiple people expressing interest.

Step 3: Approve the Request

1. Select the worker’s request.

2. Click Approve.

Publishing the Shift

Approval alone does not finalise the shift.

After approving, you will be prompted to confirm if you want to Publish the shift:

1. Click Publish Shift.

2. Select the Support Worker and click Publish Shift — If the shift has already been published, you will not be able to select a Support Worker or publish the shift from this pop-out window. The assigned Support Worker will be automatically notified, and the shift will appear in their Calendar. Simply close out of the pop out.

Once published:

• The shift is added to the Support Worker’s roster.

• The Support Worker receives a notification confirming the shift has been assigned.

• The shift becomes visible in the Support Worker app.

End-to-End Workflow Summary

1. Create shift as Unassigned

2. Broadcast shift to selected workers

3. Workers express interest via the app

4. Review request in Shift Board

5. Approve worker

6. Publish shift

7. Worker receives confirmation and sees shift in their roster

Archive Shift Broadcast

There may be times when a shift is allocated to a user outside of the Shift Board. In these situations, the shift may still appear as an available broadcast on the Shift Board, even though it has already been filled. To prevent the shift from appearing as available, you can archive the broadcast.

To Archive a Shift Broadcast

1. Open the Shift Board.

2. Locate and open the relevant shift broadcast.

3. Click Actions.

4. Select Archive.

5. A confirmation prompt will appear. Confirm that you would like to archive the broadcasted shift.

Once archived, the shift will no longer appear as an available shift on the Shift Board.

Viewing Archived Broadcasts

You can confirm that the shift has been archived by applying the Archived filter within the Shift Board. This will display all broadcasts that have been archived.

Shift Board Overview

Shift Board - Support Worker Video