Accept/Reject Shift Bookings

💡 Only the shifts you have uploaded are available for staff to view & request.

The difference between booking & requesting a shift
How to review submitted shift requests
Approving shift requests
Declining shift requests
Deleting shift requests

The difference between booking & requesting a shift

There are two configurable options for shift bookings in Rota > Rota Settings > Rota Groups.

The first is called Approved Shift Bookings, and with this option selected, your team will submit requests for available shifts that need to be actioned.

The second is called Direct Shift Bookings, and is a 'first-come-first-served' approach. Enabling your teams to book straight into a shift.

Find out more about these Rota Group Settings.

❌ Only safe staffing is possible for either setting, so if an individual directly books into a shift that would break one of your rules, or working time directive, this will automatically be rejected.

How to review submitted shift requests

💡 If preferred, you can configure email notifications to be sent per rota group when staff are submitting shift requests.

To find & action pending requests, open Rota > Accept/Reject Bookings.

Finding your shifts

On the left-hand side of this screen, you can filter by: Date; Rota Group; Team & Duty Station.

The 'Shifts with requests' section displays all shifts within your chosen parameters that have pending requests from your staff. You will see the following shift details in this section: date of the shift, the day of the week the shift takes place, start and finish time, Rota Group, Team, Duty Station, Zone, Role, Shift Group, Room, Value, Requests.

Clicking on each of the vacant shifts will display who has submitted a request in the 'Booking details' section, underneath.

Approving a shift request

To approve a shift request, select the person you want to allocate to the shift & press the green tick button, underneath the 'Booking details' heading.

A confirmation window will then display and confirm that all other staff requesting the same shift will receive a decline email notification.

Lastly, you will be able to make any other changes (if necessary) in the shift card before pressing 'Save'.

How to decline a shift request

From the Rota > Accept/Reject Bookings screen and once you have selected the shift you are reviewing, in the 'Booking details' section, select the staff member request you want to decline and press the 'red no-entry' button.

The 'Decline Booking' window will then display, detailing the shift that was requested and a space for you to include a reason.

⚠️ Once you press decline, the individual will receive an email notification to update them, with the details you entered in the reason text box.

Deleting a shift request

To delete a shift request, without issuing an approved or declined response to the individual, simply select your chosen shift in the 'Shifts with requests' section & the individual request you would like to delete.

Then press the 'red cross button' on the right-hand side of the screen.

The delete shift bookings confirmation window will then display for your to confirm.