What shift-based requisitions are
A shift-based requisition tracks fulfilment by working day. Instead of asking for a total number of workers to cover the whole date range, it asks for a number of workers required per working day or shift.
Use shift-based requisitions when different workers may cover different dates, agencies need to submit date-specific availability, or the hiring team needs day-by-day coverage visibility.
How they differ from standard requisitions
Standard requisitions are headcount-based. The quantity is the total number of workers required and workers are normally submitted for the full duration.
Shift-based requisitions are daily coverage-based. The quantity is the default number of workers required per working day, agencies submit worker availability by date, and workers are assigned to selected dates.
Standard requisition Filled status is based on counted assignments. Completed and ended assignments count, including cancelled assignments with a completed or ended date.
Shift-based requisition Filled status requires every working day to have enough active assigned workers.
The Coverage tab appears only for shift-based requisitions.
Setup prerequisites
Before raising shift-based requisitions, a company administrator must enable Shift-based requisitions in company configuration.
The project, site, trade, rates, pay type, cost codes, purchase order rules, approval setup, and agency access should also be ready before users start creating requisitions.
Confirm the project and site are active.
Confirm the site or selected work activity has the correct shift pattern.
Confirm working days, start times, end times, breaks, and day or night settings are correct.
Confirm rates exist for the selected trade, rate type, and pay type.
Confirm agencies are connected and eligible to receive the requisition.
Create a shift-based requisition
Create the requisition from the normal request form. When shift-based requisitions are enabled for the company, the form shows Fulfilment Mode as a required field with no preselected option.
Select the project, site, and work activity if used.
Select the trade or role.
Set Fulfilment Mode to Shift-Based (Daily Coverage).
Enter Workers per shift.
Select the start and end dates.
Review the shift pattern that will apply to the requisition.
Complete agencies, rate type, pay type, cost code, comments, tags, custom fields, and approver details as required.
Select Submit, review the requisition, then select Continue.
Understand workers per shift
Workers per shift is the number of workers required for each working day in the shift pattern. For example, if the requisition runs Monday to Friday and Workers per shift is 3, each working day needs 3 assigned workers.
Non-working days in the shift pattern do not need coverage.
Agency response
After approval and sending, agencies respond by submitting workers with the dates each worker is available. This availability is used when assigning workers and when showing available workers in the Coverage tab.
Availability dates are limited to active working days within the requisition start and end dates.
Scheduled agencies do not receive the requisition until their scheduled release time or until an authorised user sends them immediately.
Review submitted workers
Open the Workers tab on the requisition detail page to review submitted workers. For shift-based requisitions, worker review includes availability information so the hiring team can see which dates each worker can cover.
Rejected workers are excluded from manual assignment selection. Workers already assigned from the same agency are also excluded from the assignment list.
Assign workers to dates
When assigning workers manually on a shift-based requisition, each selected worker must be assigned to at least one date.
Open the Workers tab.
Select Actions at the top right of the requisition detail page, then Assign to worker(s).
Select the workers to assign.
Choose one or more dates for each selected worker.
Confirm the assignment.
Only active working days within the requisition date range can be selected.
The system prevents over-assignment for any working day.
Cancelled assignments do not count toward daily coverage.
Use the Coverage tab
The Coverage tab appears only on shift-based requisitions. It calculates coverage for every date between the start date and end date. Working days are determined by the requisition shift pattern.
Calendar view gives a visual overview of covered, partial, and uncovered days.
Table view shows one row per date with shift time, assigned workers, available workers, and fulfilment status.
Day detail shows the day's assigned workers, available workers, assigned count, and assignment links where present.
Coverage statuses
Each working day has one of three statuses:
Covered - assigned workers meet or exceed the required workers for the day.
Partial - at least one worker is assigned, but fewer than the required workers are assigned.
Uncovered - no workers are assigned for a working day.
Filled status
A shift-based requisition is Filled only when every working day in the date range has enough active assigned workers.
For example, if a Monday-to-Friday requisition needs 2 workers per shift, all five working days must have at least 2 active assigned workers. If Thursday has only 1 assigned worker, the requisition is not filled even if every other day is covered.
Amendments
Authorised users can amend shift-based requisitions according to the normal requisition amendment rules. Changing dates, quantity, or shift pattern can recalculate coverage and requisition value. Hirers with quantity amendment permission can also select a date in Coverage and use Change requirement for this day. A reason is recorded, and the daily requirement cannot be below the workers already assigned that day. Agencies can review the updated coverage and activity history.
If company change reasons are configured, the user may need to provide a reason and comments when amending shift or rate details. The Amend dates and Amend shift actions are unavailable while any assigned worker has no cancellation date. Ending an assignment alone does not make these actions available.
Common checks
If Fulfilment Mode is missing, check that Shift-based requisitions is enabled for the company.
If the Coverage tab is missing, check that the requisition was created as Shift-Based (Daily Coverage).
If a date does not require coverage, check whether that date is active in the shift pattern.
If the requisition is not Filled, check the Coverage tab for partial or uncovered working days.
If available workers are missing for a day, check that agencies submitted workers with availability for that specific date.
Rollout checklist
Enable Shift-based requisitions for the company.
Confirm project, site, shift pattern, trade, rate, pay type, cost code, purchase order, approval, and agency setup.
Train requestors that quantity means workers per shift.
Train agencies to submit date-specific worker availability.
Train hiring teams to use the Coverage tab before treating a requisition as filled.
Run a test requisition covering at least one week with multiple workers and agencies.
Review availability after schedule changes
Hirers: changing the requisition dates or active working days can make previously submitted availability outdated. Open the agency worker details to check for Availability needs updating and ask the agency to review its response. Original dates are retained and are not moved automatically.
Agencies: when amending your response, review the previous dates shown in the availability warning and select dates for the current schedule. Each unassigned worker must have at least one available working date before you can save. Existing assigned workers retain their stored availability.