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iShapps · Rostering and agency admins

Creating a shift

Book a shift, choose who hears about it, and follow it from accepted to approved, including what iShapps does on its own along the way.

  • HR / admin presses a button
  • iShapps does it automatically
  • Worker in the mobile app
  1. Pending
    Step 1 · Broadcast, unfilled
    ↓ Cancel
    Cancelled
    Final · no undo
    Worker acceptsor Assign↑ Return to Pending
  2. Scheduled
    Step 2 · Has a worker
    Starts on siteor Start Shift
  3. Running
    Step 3 · Worker on site
    Ends in appor at booked end
  4. Completed
    Step 4 · Awaiting approval
    ApproveTimesheet approved
  5. Approved
    Step 5 · Shown as Past
Never started automatically
Only the worker (on site, in the app) or an admin starts a shift. iShapps tells you when they arrive, and alerts the worker, facility and you if they're 5 minutes late.
Unfilled shifts cancel themselves
A Pending shift whose end time passes with nobody accepted is cancelled automatically, with the reason recorded.
0

Pending

Admin · broadcast

  • Sent once, at creation, to every eligible worker: right profession and level, documents in order, within travel distance, available, and not blocked by that facility.
  • The first eligible worker to accept gets it.
  • Or open the shift's Assign Worker tab and assign someone.
1

Scheduled

Worker booked

  • The worker gets a reminder before the start (an hour by default) and again 5 minutes before.
  • Transfer gives it to someone else instantly, once you've confirmed with them.
  • Return to Pending takes the worker off; you can rebroadcast to everyone.
2

Running

Worker on site

  • The worker starts it in the app, within the allowed distance of the site and not too early.
  • You're notified when they arrive.
  • An admin can Start Shift on their behalf.
3

Completed

Admin · approval

  • The worker ends it in the app, an admin presses End Shift, or it ends by itself at the booked end.
  • A timesheet is created.
  • Approve with the actual start, end and break. Save for Facility Review keeps your changes without approving.
  • Void Shift if it didn't happen (no-show, not required, booking error).
4

Approved

Done

  • The timesheet takes the approved times and is marked approved.
  • Billing (and payroll, if you use it) pick it up from here.
Admin

Create · assign · transfer · return to pending · cancel · start or end on behalf · approve · void

Worker

Accepts in the app · starts on site · ends the shift

iShapps, automatically

Broadcasts once at creation · reminders · arrival and late alerts · ends at the booked end · cancels unfilled shifts · creates the timesheet

How to

Create a shift

New Shift

  1. 1Press New Shift (top right of any page).
  2. 2Choose Facility (then its Organisation and facility) or, with the Participants module, Participant (participants must be active).
  3. 3Choose the Category, Profession and, if it matters, the Level.
  4. 4Enter Booked By, the ward/wing/house, and the Start and End. The 4 hrs, 6 hrs, 8 hrs and Night Shift buttons fill the end for you.
  5. 5Set Number of shifts (up to 10) to book several identical shifts at once.
  6. 6Add Worker Notes (shown in the app) and Internal Notes (admins only).
  7. 7Press Next: Choose Broadcast.

Choose who hears about it

  1. 1Broadcast to All notifies every eligible worker.
  2. 2Broadcast to Selected notifies only the workers you tick from the eligible list.
  3. 3Assign to One gives it straight to one worker, with no broadcast (single shifts only). Tell them first.
  4. 4Press Create & Send. The confirmation shows the shift reference and how many workers were notified.

Approve a shift

RosteringShiftsCompletedshiftApprove

  1. 1Check Shift Started, Shift Ended and Break (minutes); correct them if needed. The break is worked out from your shift rules, and you can change it here.
  2. 2Press Approve Shift. The timesheet is updated and approved.

If something goes wrong

A worker can't accept the shift

They must be active (not onboarding, on hold or deactivated), hold the shift's profession and level with that profession active, have no expired document on the shift date, no overlapping shift, and stay under the daily and fortnightly hour limits. The app tells them which one.

A worker didn't get the broadcast

Broadcasts go once, at creation, to eligible workers within travel distance who are marked available. Workers who become eligible later can still find it in the app; or assign it to them directly.

"You are X km from the shift location"

The worker must be at the site to start. If they are, check the facility's address; otherwise an admin can press Start Shift.

"Only pending or scheduled shifts can be updated"

Running and completed shifts can't be edited. Correct the times at approval instead.

I cancelled a shift by mistake

Cancelling is final. Create the shift again. To take a worker off without cancelling, use Return to Pending.

Related guides

Timesheets and export

What each worker worked, created as each shift ends and updated when it's approved. Time only: export them for your payroll system.

Adding a facility

A step-by-step setup for a site: its address (where workers clock in), who gets booking and invoice emails, an optional portal login, and its own contacts.

Onboarding a worker

Every stage of a worker's account, from qualifying an applicant to their first shift, who acts at each one, and where iShapps acts on its own.

Last checked against iShapps on 2026-11-06.