From Access Definitiv version 3.19 (July 2025), we've introduced an important change to how Work Schedule shifts behave when edited in the rostering interface.
This change improves clarity around which shifts are Work Schedules versus manual roster entries, and importantly, increases visibility around when a Work Schedule has been edited and what specific changes have been made.
The deleted Work Schedule entry (grey cell) now preserves the original Work Schedule details, which were previously lost in the old behaviour, making it easier to track changes and maintain roster accuracy.
What Has Changed?
Previous Behaviour (Pre-version 3.19)
When a Work Schedule shift was edited, it would change appearance to a yellow cell (similar to manual roster entries).
Despite the visual change, this shift still behaved as a Work Schedule.
The Edit and Delete Scheduled Entry options remained available in the widget when the shift was selected.
New Behaviour (version 3.19 and Later)
When a Work Schedule shift is edited, the original Work Schedule is deleted, creating a grey Deleted Work Schedule cell.
A new Yellow roster entry is created with the updated shift values.
This makes it immediately clear which shifts are original Work Schedules versus the employee’s new rostered shift.
It is no longer possible to remove a Deleted Work Schedule entry from a roster, preventing employees from being scheduled on shifts that are not visible to Rostering Managers.
Why This Change Was Made
This enhancement provides several key benefits:
Improved Clarity: Clearly distinguishes between original Work Schedule shifts and the employee’s new rostered shift.
Better Change Tracking: Makes it obvious when Work Schedules have been modified, as the deleted Work Schedule entry contains the original shift information.
Enhanced Roster Management: Simplifies the process of identifying different shift types.
Reduced Confusion: Eliminates ambiguity about shift classifications.
Impact on Existing Work Schedules
Important: Work Schedule shifts that were edited before the 3.19 July release will retain the old behaviour to avoid creating any backpay issues. These shifts will continue to display as yellow cells with Work Schedule functionality until manually updated.
How to Update Existing Work Schedules to New Behaviour
If you want to migrate existing edited Work Schedules to the new behaviour, follow these steps:
Step 1: Identify Non-Work Schedule Shifts
Multi-select shifts in the employee's row to identify shift types
Check the widget options:
If only Work Schedules are selected: Edit and Delete Scheduled Entry options will be available.
If mixed shift types are selected: Conflicting Selections will be displayed.
Step 2: Remove Non-Work Schedule Shifts
Select all non-Work Schedule shifts in the employee's row.
From the available options, select Remove Shifts.
Repeat this process until only Work Schedule shifts remain.
Step 3: Clear All Remaining Work Schedule Shifts
Click on the employee's name in the left column to select the entire employee row.
Select Remove - Remove Shifts from the available options.
This will clear all remaining shifts from the employee's row.
Step 4: Re-import Work Schedules
With the employee row still selected, choose Import - Work Schedule.
The employee's Work Schedule will be re-imported with the new edit behaviour.
These newly imported Work Schedule shifts will now follow the updated editing behaviour.
Visual Indicators
Work Schedule Shifts (New Behaviour)
Original Work Schedule: Blue colored cell with shift details.
Edited Work Schedule: Grey Deleted Work Schedule cell + the new roster entry cell.
Work Schedule Shifts (Old Behaviour - Pre-3.19)
Original Work Schedule: Blue colored cell with shift details.
Edited Work Schedule: Yellow cell with Edit and Delete Scheduled Entry options still available.
Need Additional Help?
If you encounter any issues while updating your Work Schedules or have questions about the new behaviour, please raise a case online.
This article applies to Access Definitiv version 3.19 and later. The new Work Schedule edit behaviour is designed to improve roster clarity and change tracking.