Roster invitations

How to send and manage roster invitations to workers for unallocated shifts

Roster invitations let you send shift offers to multiple workers at once. Workers receive a notification on the Vworker app and can accept or decline. Depending on your settings, shifts are either assigned automatically to the first responder or held for manual approval.

Setting up roster invitations

Before sending invitations, configure your settings under Settings → Roster Invitation.

Setting	Options
Roster invitation default accepted status	Approval Required - shifts need manual assignment after acceptance. Assign Directly - the shift is automatically assigned to the first worker who accepts
Send push notification to successful invitee	Tick to send a notification and customise the message
Send push notification to unsuccessful invitee	Tick to send a notification and customise the message

Email notifications

Set up the email address that receives notifications when shifts are accepted under Settings → Company Information → General.

Creating an invitation

1. Create an unallocated roster

   First, create a roster with no worker assigned. This allows the shift to flow through to the invitations area.

   
2. Start a new invitation

   Go to Operations → Roster Invitations and click Create New Invitation.

   
3. Add roster items

   Click Add Roster Item and use the filters to find the shifts you want to include. Select the items and click Add.

   

   Only unallocated shifts appear in this list. Shifts you’ve already included in a previous invitation are excluded.
4. Add workers

   Click Add Workers and select workers from the list using the tick boxes. Scroll to the bottom and click Add.

   
5. Send invitations

   Select the roster items you want to send and click Send Invites.

   

   A window appears where you can customise the notification message. Workers receive a notification on their phone letting them know a new shift is available.

   

Managing invitations

Viewing responses

Go to Operations → Roster Invitations to view the list of invitations. You can filter by date and see high-level information including roster items included and number of workers invited.

Click Edit to open an invitation. The top section shows roster items and who has responded. Click View to see individual responses.

Use the column chooser to add or remove columns from the invitation view.

Manually assigning a shift

If your settings are set to Approval Required, click Assign to assign the shift to your preferred worker.

Unassigning or deleting a shift

If you need to remove a shift or reassign it, click the Action button and select your option.

Worker experience on Vworker

The invitation process from the worker’s perspective:

1. The worker receives a notification that a shift invitation is available
2. They open Invitations in the Vworker app and view the shift details
3. They click Accept and can add comments about the shift
4. The invitation shows as Pending until assigned by office staff, then changes to Accepted

Location roster invitations

You can send roster invitations for shifts within a location roster. To do this:

1. Create an unallocated worker profile

   Create a worker profile as an “Unallocated” worker type. You might name this worker “Open Shift” or “Unallocated Worker”.

   
2. Create the location shift

   Create a worker shift in the location roster and assign it to the unallocated worker. This allows the shift to flow through to the invitations area.

   
3. Send the invitation

   Click Add New Invitation and select Add Roster Items. The location shifts assigned to the unallocated worker appear in the list. Follow the same steps as above to send invitations.

   These shifts display the location name and appear in the unallocated KPI on the home page, highlighted in yellow.

   

Running into issues?

See Scheduling troubleshooting for common errors and fixes.

Related articles

Unallocated shifts

Find and manage shifts without assigned workers

Group activity rostering

Set up and manage location rosters

Worker select button

Filter and find the right worker for a shift

Rostering configuration

Configure invitation settings and other rostering options