Others

How to View Accepted and Declined Shifts in Microsoft Shifts

Steve K Oct 9, 2026 869 views

Question details

The user needs to track the response status of shift invitations sent to employees, specifically wanting to see who has accepted, declined, or has not responded.

How to View Accepted and Declined Shifts in Microsoft Shifts

Product: Microsoft Teams (Shifts)
Device & OS: not provided
Scenario: A manager or shift organizer is trying to verify employee availability and attendance by checking the RSVPs of shift invitations dispatched via Power Automate and Outlook.
Observed behavior: Users are struggling to find a clear, centralized location within Shifts to view accept/decline statuses, noting that shifts sometimes appear accepted by default and checking individual service account calendars is too time-consuming.

Before you start

Ensure you have Manager or Owner permissions in your Microsoft Teams workspace, as standard members cannot view the full schedule details or response statuses of other employees.

Solution 1Recommended

Check Shift Details directly in Microsoft Teams

The most direct way to check shift acceptance is by viewing the schedule details within the Shifts app in Microsoft Teams.

When managing schedules in Microsoft Shifts, the built-in detail pane provides real-time updates on employee responses. Keep in mind that if you directly assign a shift rather than offering an 'Open Shift', it may be added to their schedule by default, prompting them to swap or offer it to someone else if they cannot work.

Open the Shifts App

Launch Microsoft Teams and click on the 'Shifts' app icon from the left-hand navigation menu.

Select Your Schedule

Choose the specific team or department schedule you want to review.

View Shift Details

Click on the specific shift block that you assigned to an employee. A details pane will open on the right side of the screen.

Check Participant Status

Look at the participant or invitee section in the details pane. It will display the current response status indicating whether the user has accepted, declined, or not responded.

Check Shift Details directly in Microsoft Teams

Open Shifts vs Assigned Shifts: To actively track acceptance, consider using 'Open Shifts'. Employees must request these shifts, giving managers clear visibility into who is volunteering and allowing for explicit approval.

Solution 2

Track Responses via Outlook Notifications or Calendar

If your shift invitations were routed through Outlook or a Power Automate flow, you can track the RSVP responses through the organizer's email inbox or calendar tracking list.

Free Microsoft Office alternative

Manage Employee Schedules Easily with WPS Office

While Microsoft Shifts is tied to a Microsoft 365 subscription, you can easily create, manage, and distribute employee schedules for free using WPS Office. With highly customizable spreadsheet templates, you can track shifts, employee availability, and timesheets without complex setups.

1. Download WPS Office: Install WPS Office for free on your PC or mobile device.
2. Open Template Library: Launch WPS Spreadsheet and navigate to the built-in Template library.
3. Download a Schedule Template: Search for 'Employee Schedule' or 'Shift Tracker' and download a free template to easily list and track assigned shifts.

Free and lightweight alternative to Microsoft 365 with low system requirements.Fully compatible with Microsoft Excel (.xlsx) schedule and timesheet templates.Access a rich, free library of professionally designed employee scheduling templates.Familiar tabbed interface ensures a seamless migration for your team with zero learning curve.

microsoft office alternative - wps office

Frequently Asked Questions

Why do my assigned shifts appear as accepted by default?

When managers assign a shift directly to a team member and publish the schedule in Microsoft Shifts, the system assumes the shift is finalized and bypasses the request phase. Employees are expected to work it unless they initiate a 'Swap' or 'Offer' request to another colleague.

Can I export the Microsoft Shifts schedule to see all employee assignments?

Yes, you can export the schedule by clicking the 'More options' (three dots) menu in the upper right corner of the Shifts app and selecting 'Export schedule'. This generates an Excel file providing a comprehensive view of all assigned shifts and time-offs.

How do employees manually accept an Open Shift?

Employees can navigate to the 'Open Shifts' row in their Teams app on desktop or mobile, select the specific shift they want to work, and tap 'Request'. The shift manager will then receive a notification to either approve or decline their request.

Office Quick Solutions