What Open Shifts does in a working roster
Open Shifts is the part of the roster that shows gaps clearly when a shift is not yet covered. Instead of handling last-minute calls and message chains, managers can mark the shift as open and let the right people see that there is an opportunity to help out. It is useful for businesses that run on rotating staff, split shifts or changing trading hours, especially where morning cover, weekend cover or after-hours support needs to be sorted quickly.
The aim is simple: make uncovered work visible and keep the rest of the roster moving. That matters in offices, call rooms, hospitality, retail, security, logistics and field teams where one absence can affect the whole day. It also helps when a worker wants extra hours and the manager needs a quick way to fill the gap without rewriting the full schedule.
- Show open shifts on the roster without losing the original planning
- Let suitable team members see available work in real time
- Reduce back-and-forth when a shift needs to be filled fast
- Keep managers aware of who has accepted, declined or not responded
Roster sizes and shift types it can handle
Open Shifts can suit small teams and larger operations, from a single branch in Rosebank to multi-site operations with teams spread across Sandton, Midrand and other parts of Gauteng. It works for daily rosters, weekly cycles and longer planning periods. You can use it for full-day cover, half shifts, split shifts, early starts, late finishes and ad hoc cover when someone is off sick or a site gets busier than expected.
It is also practical for teams that need different rules for different roles. For example, a supervisor may be able to view all open shifts, while a cleaner, driver or floor team member only sees shifts that match their role, location or working pattern. That keeps the process orderly and helps avoid sending the wrong work to the wrong person.
- Suitable for single-site and multi-site rostering
- Works with fixed shifts, rotating shifts and ad hoc cover
- Useful where staff work across branches or locations
- Can be applied to team activities and cover requests as needed
How it fits South African workplace rules
Open shifts should sit inside a roster process that follows the Basic Conditions of Employment Act in general terms. That means managers still need to check working hours, rest periods, overtime, shift patterns and any internal policy before a shift is assigned. The tool can help present the gap, but the business still needs to apply its own working-time rules and approval steps properly.
This is especially useful where teams work in sectors affected by load-shedding, municipal trading restrictions, coastal humidity on equipment, or changing seasonal demand. A clear open-shift process helps staff understand what is available and helps managers keep records tidy when plans change. It is a practical way to reduce confusion without making the roster harder to manage.
- Use alongside your internal working-time and attendance policy
- Keep overtime and rest-period checks in place before confirming cover
- Helpful for businesses with changing trading hours or site needs
- Supports more orderly record keeping when plans change quickly
Setup, rollout and day-to-day use
Getting Open Shifts ready usually starts with the roster structure you already use. That may include job roles, branch names, shift patterns, approval steps and who should be able to see or respond to open work. For a business in Johannesburg or Cape Town, this may also include site-specific rules such as access control, transport timing, or different start times for each location.
Once set up, managers can open a shift, add the relevant details and notify suitable team members through the app. Staff can view the opportunity, respond and the roster can be updated without a long chain of calls or separate spreadsheets. If your team needs help with the rollout, our group can assist with account setup, roster template setup, policy alignment, site rollout and ongoing check ins.
- Account setup and roster template setup
- Manager training and staff training
- Site rollout for one branch or several branches
- Swap process help and message setup
What to check before you order Open Shifts
Before you use Open Shifts, check how your team currently handles unfilled work. Look at who can approve a shift, who should receive the notice first and whether the same rules apply in every branch. Some businesses prefer first-come, first-served cover, while others want a manager to confirm the best fit before the roster changes. It helps to decide this early so the process stays fair and consistent.
You should also check what information staff need to make a decision. At minimum, an open shift should show the date, time, location, role and any notes that affect attendance. If there are special conditions such as PPE, parking, late transport, or handover notes, include them up front. That way staff know exactly what they are responding to and managers spend less time answering the same question twice.
- Confirm who may post, view and approve open shifts
- Check the details staff need before responding
- Align the process with your branch rules and working hours
- Decide how accepted shifts are recorded in the roster
Care, servicing and support after go live
Open Shifts does not need physical servicing, but the process around it does need regular attention. Rosters change, staff leave, new people join and branch requirements shift over time. A monthly or weekly review can help keep the categories, permissions and message settings accurate so the right people continue seeing the right opportunities. That is particularly useful for companies operating across Johannesburg, Pretoria, Durban, Cape Town and Bloemfontein where teams may not all work the same pattern.
Support after go live should cover practical issues such as user access, roster changes, training for new supervisors and checks on whether the open-shift process is still being used correctly. If the team starts using it for the wrong type of cover, the process becomes messy. A short check in now and then keeps it tidy and useful, and helps the roster stay ready for the next change.
- Review permissions and shift categories regularly
- Train new managers and supervisors as they join
- Check the process after roster changes or site changes
- Keep message templates and activity notes current
Key facts
| Product type | Roster feature for uncovered shifts and cover requests |
|---|---|
| Core functions | Open shift listing, shift response tracking, messages and activity notices |
| Typical use | Daily cover, weekend shifts, leave gaps, emergency replacements |
| Suitable for | Single sites, branch networks and multi-team operations |
| Power or gas needs | None, this is a scheduling and communication tool |
| Installation needs | Account setup, roster structure, permissions and rollout training |
