Assign a worker to a shift

Overview

Assigning a worker is the action that takes a shift from Needs Worker to a job with a name against it. As a Supervisor you assign workers at the shift level — each shift on a job can have its own assignee, even when multiple shifts belong to the same job. Multiple workers can be assigned to the same shift where you need more than one person on site.

Who This Workflow Is For

The Supervisor role. The Business Owner and Admin can also assign workers. Admin and Finance cannot be selected as shift assignees — only Business Owner, Supervisor, Tradie, and Apprentice can.

Before You Start

The shift must exist — either created earlier (perhaps as an unassigned shift) or being created now. Know which worker(s) will cover the work.

Step-by-Step Process

Assign while creating a new shift

1. Open the Schedule page from the sidebar, or open the job’s Schedule card.
2. Select New Shift (or Add).
3. Enter the date, start time, end time, shift type, and link to a job if needed.
4. Open Assign Workers.
5. Select one or more workers. Reminder: only Business Owner, Supervisor, Tradie, and Apprentice can be assigned.
6. Select Save Shift (or Confirm Shift). The shift appears on the schedule board with the worker name(s).
7. The assigned worker receives an assigned-shift email where notifications are enabled.

Assign to an existing unassigned shift

1. Open Schedule or a dashboard attention item.
2. Locate the shift marked Needs Worker.
3. Select the shift.
4. Open Assign Workers.
5. Select the worker(s).
6. Select Save (or Save Shift). The unassigned status clears.

Assign from a Job card

1. Open the job from Jobs or the Dashboard.
2. Scroll to the Schedule section on the job card.
3. Select the relevant shift.
4. Open Assign Workers, select worker(s), save.

What Happens Next

The shift appears on the assigned worker’s dashboard. They see it in their upcoming shifts and (where notifications are enabled) receive an email. The unassigned-shift attention item clears.

Common Issues

• Admin or Finance not in the assignee list. By design — Admin and Finance are non-schedulable.
• Shift not appearing for the worker. Confirm the assignment saved. Ask them to refresh their dashboard.
• Worker did not receive email. Confirm the worker’s email on their user record and check spam. Reassigning re-triggers the notification.
• Multiple workers needed. Add more than one worker to the same shift in Assign Workers.

Related Guides

• Add Shift To-Do’s (task instructions for workers)
• Edit a shift
• Reassign a shift
• View the schedule board