ROSTER MANAGEMENT · EMPLOYEE VIEW
Employee View: My Shifts
What employees see in the self-service portal and mobile app once a roster is published — including notifications and swap requests.
FORMAT · Reference guideDURATION · ~4 min readAUDIENCE · Employees, HR managers
What you'll learn
The employee experience after a roster is published — from notification to swap request.
Who this is for
Anyone setting up employee-facing roster features or responding to 'I can't see my shifts' queries.
Where employees see their shifts
Published shifts are visible in two places:
- Employee Self Service (ESS) Portal → My Shifts tab — a calendar view showing all upcoming shifts.
- Workwisely Mobile App → My Schedule — a scrollable week/month view with shift details.
Both update in real time when the admin publishes a roster or makes an override.
The shift notification
When a roster is published, the employee receives:
- A push notification on their mobile device (if the app is installed and notifications are enabled).
- An email notification to their registered work email with a summary of their scheduled shifts for the period.
When an override changes their shift after publication, they receive a change notification that shows the original shift, the new shift, and the effective date.
💡 Pro Tip
Ask employees to enable push notifications for the mobile app. It significantly reduces 'I didn't know my shift changed' queries.
What an employee can see in My Shifts
| Information shown | Where |
|---|
| Shift name and time | Calendar cell / list item |
| Break duration | Shift detail pop-up |
| Location (if configured) | Shift detail pop-up |
| Allowance attached | Shift detail pop-up (if visibility is enabled) |
| Swap request status | Badge on the shift cell |
How employees request a swap from My Shifts
- Employee taps the shift they want to exchange.
- Taps Request Swap.
- Selects a colleague from the suggested list (colleagues with a compatible shift on the same date).
- Adds an optional note and submits.
- The request appears in the admin's swap queue and both employees see a Pending badge on the shift.
Enabling or restricting employee access
Under Setup → ESS → Roster Visibility, admins can:
- Show or hide shift allowance amounts from employees.
- Enable or disable the swap request feature.
- Restrict the view to the current week only (useful for organisations that don't publish schedules far in advance).
Frequently asked questions
An employee says they can't see their shifts. What should I check?
1. Confirm the roster is Published (not Draft). 2. Confirm the employee is in the roster's employee list. 3. Check they're looking at the correct department in ESS. 4. If on mobile, ask them to pull-to-refresh.
Can employees download their schedule as a PDF?
Yes — in the ESS portal, they can click the calendar icon and choose Export. This generates a PDF or iCal file of their upcoming shifts.
Do employees see roster changes immediately or with a delay?
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