# Viewing a Support Worker's Schedule

Source: https://docs.astalty.com.au/guide/scheduling/viewing-a-support-workers-schedule

> View a Support Worker's shifts in list or calendar view, and export their schedule as a PDF to share or print.

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

A Support Worker who can be rostered has a **Shifts** tab on their profile showing everything they are scheduled on, and you can export that schedule as a PDF to print or share.

## Overview

The **Shifts** tab is the single place to see one worker's roster, rather than picking them out of the whole [schedule](https://docs.astalty.com.au/guide/scheduling/viewing-the-schedule). Reach for it when you need to answer a question about one person - what they are working next week, whether a new shift clashes with what they already have, or what they were rostered on last month.

From that tab you can also download the roster as a PDF, which is useful when the worker needs a copy they can keep. The PDF is a plain list of dates, times, Participants and hours, so it prints cleanly and can be emailed to someone without an Astalty account.

## Before You Start

The **Shifts** tab only appears when all of the following are true:

- Your account has the Scheduling module.
- The user is set up to be rostered on supports - see [Enabling a User to be Scheduled on Supports](https://docs.astalty.com.au/guide/scheduling/setup/workers/enabling-a-user-to-be-scheduled-on-supports).
- You have permission to view the Scheduling module, **or** you are looking at your own profile.

That last point matters for [Standard Users](https://docs.astalty.com.au/guide/users/inviting-users#standard-users) who are rostered themselves - a coordinator or team member who also works shifts can open their own **Shifts** tab and export their own schedule, without being given access to anyone else's roster.

> **Support Worker Users can't do this in the browser**
>
> [Support Worker Users](https://docs.astalty.com.au/guide/users/inviting-users#support-worker-users) don't get the browser
> version of Astalty. Signing in on a computer only shows a prompt to download the
> [Astalty app](https://docs.astalty.com.au/guide/scheduling/support-worker-app/support-worker-app-overview) - they can't reach
> the **Shifts** tab or export anything. They see their roster in the app instead, under [Viewing
> Your Schedule in the Support Worker
> App](https://docs.astalty.com.au/guide/scheduling/support-worker-app/schedule-and-availability/viewing-your-schedule-in-the-support-worker-app),
> and the app has no PDF export. If a worker needs a PDF of their roster, someone with Scheduling
> access exports it for them and sends it on.

> **NDIA auditors can't see the Shifts tab**
>
> The **Shifts** tab is hidden from auditor accounts entirely, so an auditor cannot view or export a
> worker's roster.

## Viewing a Worker's Shifts

1. From the left-hand menu, select [Users](https://app.astalty.com.au/users).
2. Select the Support Worker whose schedule you want to see.
3. Select the **Shifts** tab.

You can switch between **list all shifts** and **calendar** using the toggle at the top of the section. Astalty remembers which one you chose and shows it the next time you open the tab.

In list view, use the date filter to change the period you are looking at - it opens on the next seven days. In calendar view, move between weeks or months as you would on the main schedule.

A cancelled shift keeps its place in the list, marked with a red **Cancelled** label next to its details. Select the alert icon beside the label to see whether the support was charged and the worker was paid - see [Support Cancellations](https://docs.astalty.com.au/guide/scheduling/support-cancellations) for what those outcomes mean.

![A worker's Shifts list with an arrow pointing to a red Cancelled label and alert icon on a cancelled shift.](https://docs.astalty.com.au/assets/worker-shifts-list-cancelled-chip-guide.png)

To show only cancelled or only active shifts, select the **+** button beside the date filter, choose **Cancellation Status**, then choose **Cancelled** or **Not Cancelled**. Leave the filter off to see every shift, cancelled or not.

![A worker's Shifts list with the Cancellation Status filter set to Cancelled, showing only the worker's cancelled shifts.](https://docs.astalty.com.au/assets/worker-shifts-list-cancellation-status-filter-guide.png)

A sleepover shift carries a bed icon in list view, in the colour set for **Sleepover** under [Schedule Colours](https://docs.astalty.com.au/guide/scheduling/schedule-colours) (blue by default). If the sleepover window doesn't cover the whole shift, the icon also shows the window as a short time range, for example `10pm – 6am` - hover it to see the full **Sleepover Window** times. See [Sleepover Window](https://docs.astalty.com.au/guide/scheduling/sleepover-window) for how the window is set.

![A worker's Shifts list for 29 October to 1 November 2026, with a bed icon on a 10:00pm to 6:00am whole-shift sleepover.](https://docs.astalty.com.au/assets/worker-shifts-list-sleepover-bed-icon-guide.png)

## Exporting a Worker's Schedule as a PDF

1. On the worker's **Shifts** tab, select **Export Shifts As PDF** in the top right.
2. Check the **Date Range**. It is pre-filled with the period you are currently looking at. To change it, pick the dates on the calendar, or use the presets - choose **This** or **Next**, then **Week**, **Fortnight**, **Month**, **Quarter** or **Year**.
3. Tick **Include cancelled shifts** if you want cancelled shifts listed as well.
4. Tick **Include unpublished shifts** if you want [unpublished](https://docs.astalty.com.au/guide/scheduling/published-and-unpublished-shifts) shifts listed as well.
5. Select **Submit**.

Both tickboxes are off to begin with, so by default the PDF contains only published shifts that have not been cancelled. The wording at the top of the panel changes as you tick them, confirming what is about to be included.

The file downloads straight to your device - it is not queued on the [Exports](https://docs.astalty.com.au/guide/exports) page, and nothing is emailed. It is named after the worker and the period, for example `Jane Smith Shifts 01-01-2026 to 07-01-2026.pdf`.

> **Set the date range before you export**
>
> Because the export inherits the period you are viewing, it is quickest to filter the **Shifts**
> tab to the weeks you want first, then select **Export Shifts As PDF**. The panel takes a copy of the
> range when it opens, so if you change your mind, close it and reopen it rather than expecting it
> to catch up.

> **Include unpublished shifts when you're checking a draft roster**
>
> A roster that is still being built is made up of unpublished shifts, and those are left out by
> default. If you export a draft roster without ticking **Include unpublished shifts**, the PDF can
> come back looking almost empty. Tick it whenever you are reviewing work in progress - but
> remember an unpublished shift is not yet confirmed, so a PDF that includes them is not something
> to hand to a worker as their final roster.

## What's on the PDF

The PDF is headed **Staff Schedule** and carries your organisation's logo, followed by a summary of the **Provider**, the **Worker**, and the **Date Range** covered. Shifts are then listed oldest first, one row each:

| Column      | What it shows                                                |
| ----------- | ------------------------------------------------------------ |
| Date        | The date the shift starts, as `24/08/2026`                   |
| Day         | The day of the week, for example `Monday`                    |
| Time        | Start and finish times, for example `9:00 am - 5:00 pm`      |
| Timezone    | Only shown if your account uses multi-timezone scheduling    |
| Participant | Who the shift is for                                         |
| Duration    | The length of the shift, for example `3h`, `1h 27m` or `45m` |

![A Staff Schedule PDF showing the provider, worker and date range, then a table of shifts with date, day, time, participant and duration.](https://docs.astalty.com.au/assets/support-worker-schedule-export-example.png)

A sleepover shift shows a bed icon after its time, in the same **Sleepover** colour as the list view (darkened automatically if the colour set is too pale to read on white). When the sleepover window doesn't cover the whole shift, the time instead gets an outlined badge with the bed icon and the window underneath, for example `10pm - 6am`.

![A Staff Schedule PDF with a bed icon after the time of a whole-shift sleepover, and an outlined badge with a bed icon and a 10pm to 6am window under the time of a shift with active hours around the sleepover.](https://docs.astalty.com.au/assets/worker-shifts-pdf-sleepover-bed-icon.png)

The **Participant** column adapts to the kind of shift:

- A support for one Participant shows that Participant's name.
- A [group shift](https://docs.astalty.com.au/guide/scheduling/adding-shifts/adding-a-group-shift) lists every Participant on the group, one per line.
- An [internal or non-support shift](https://docs.astalty.com.au/guide/scheduling/adding-shifts/adding-a-shift-internal-or-nonsupport) - admin time, a meeting, training - shows the name of the event instead.
- Anything with no Participant to show displays a dash.

If there are no shifts in the range you chose, the PDF is still produced, with the message "This worker has no shifts scheduled for this time period." in place of the table.

## Things to Keep in Mind

- **The PDF shows full names.** Both the worker's name and the Participants' full names appear. This differs from [a Participant's schedule](https://docs.astalty.com.au/guide/scheduling/viewing-a-participants-schedule), where staff are reduced to a first name and an initial. Share a Staff Schedule PDF with care - it identifies the Participants that worker supports.
- **Cancelled shifts are labelled.** When you tick **Include cancelled shifts**, each cancelled shift shows a red **Cancelled** label after its time. See [Support Cancellations](https://docs.astalty.com.au/guide/scheduling/support-cancellations).
- **There is no total hours row.** The PDF gives the duration of each shift but does not add them up. For totals, use the [Shifts Export](https://docs.astalty.com.au/guide/exports/shifts-export) or the scheduling reports.
- **[Unpaid breaks](https://docs.astalty.com.au/guide/scheduling/meal-break) are left out** of the PDF entirely, so the durations shown are the shifts themselves.
- **Leave and unavailability don't appear.** Neither is a shift, so neither is included - see [Leave](https://docs.astalty.com.au/guide/scheduling/leave) and [Managing Availability](https://docs.astalty.com.au/guide/scheduling/managing-availability).
- **Keep the date range sensible.** There is no limit on how long a range you can ask for, but a very large one can produce a file too big to generate. If an export fails, try a shorter period.

## Where to Go Next

- [Viewing a Participants Schedule](https://docs.astalty.com.au/guide/scheduling/viewing-a-participants-schedule) - the same idea from the Participant's side, including emailing the schedule out.
- [Published and Unpublished Shifts](https://docs.astalty.com.au/guide/scheduling/published-and-unpublished-shifts) - what publishing a roster does, and who can see what before you do.
- [Shifts Export](https://docs.astalty.com.au/guide/exports/shifts-export) - a CSV of shift data across all workers, when you need to analyse rather than share.