Understanding Swap and Open Shift Statuses

Swap & Open Shift Request Statuses

Shift Swap statuses

Status	What it means
Pending	You've sent a swap request; waiting for your colleague to accept or decline
Accepted	Your colleague accepted; now waiting for roster builder approval
Completed	Roster builder approved the swap; the roster has been updated
Rejected / Declined	Your colleague declined, or the roster builder rejected it
Cancelled	You cancelled the request
Withdrawn	You withdrew the request
Expired	The swap wasn't actioned before the expiration date

Open Shift Request statuses

Status	What it means
Pending	Your request is waiting — roster builder review, or IRIS has not yet run for that period
Approved	You've been assigned to the shift (by a roster builder or by IRIS during Generate / Fill Gaps)
Declined	Your request was not approved — see the reason on the request (roster builder decision or automatic decline by IRIS)
Withdrawn	You cancelled your request
Expired	The vacancy was closed or the deadline passed

When IRIS runs Generate or Fill Gaps

Your roster builder may use Generate with IRIS or Fill Gaps to staff open vacancies. When that happens:

• If you qualify for the shift (craft group, scope, availability, leave, etc.), IRIS strongly prioritises your request — you may be assigned without a separate manual approval step
• If you do not qualify, IRIS may Decline your request automatically with a specific reason, for example:
  • You marked yourself unavailable for that shift
  • You are on approved leave
  • You do not hold the required scope of practice
  • You are not in the required craft group
  • You are already rostered on that date

Check Shift Deck → My Requests after your organisation runs IRIS — status and decline notes update there.

Where to check: Shift Deck → My Requests tab — swap requests and open shift applications are shown in separate sections.