Our Job Scheduler makes it effortless to create shifts and dispatch jobs for your team and ensure they have all the information, such as the shift's location, special instructions, attached files, and more, right in their mobile app. Open shifts are those that admins schedule and allow employees to claim on a first-come-first-serve basis, facilitating its dispatching. Employees who are qualified for the job can claim it if the time works with their schedules.
This article will cover:
How to Create An Open Shift
Access the Job Schedule feature from the left sidebar and select the relevant schedule.
Then, either click on Add and choose Add single shift or hover over the schedule to the row Shifts without users and click on the plus icon to add a shift.
Complete the shift details: date, time, title, job, location, shift notes, and tasks.
Select Enable users to claim this shift and choose the number of available spots.
Finally, hit Publish!
💡Tip: If you schedule this open shift too often, you can save time and effort by saving it as a template or a repeating shift. Also, remember that you can always import open shifts in bulk if needed.
How Open Shifts Look in the Scheduler
Open shifts appear in the shifts without users row and will have a blue square with a number on the left upper corner, indicating how many spots are left to fill.
Open shifts are assigned on a first-come-first-serve basis. Once an employee claims a shift, the shift will be added automatically to the employee's schedule.
Please note: open shifts are published and available for claim only for users that are qualified for the job specified in that shift.
How to Manage Open Shifts
There are several key ways at your disposal to help you manage your open shifts and ensure they make your daily operations more efficient. Let's go over these!
Admin Approval
If you want more control over who gets which shift but still want to use the open shifts capability, you can require admin approval for the open shift. This means your employees can claim shifts, but you get to decide exactly who gets what shift. Here's a guide showing you use the open shift approval capability step-by-step.
*Admin approval for open shifts is available from the Advanced plan under the Operations hub*
💡Tip: You can view the history of admin approval for open shifts and review it if you ever need it. This allows you to track and understand approval decisions if any issues arise or if any changes are needed.
To view the history of open shift approval and access the relevant schedule, click the Requests button at the top right. You can browse past or upcoming weeks, view requests that have already been approved or declined, edit their status if you'd like, and then confirm the assigning.
Limitations
To reduce errors and conflicts with open shifts, you can block users from claiming an overlapping shift. This limitation prevents users from claiming a shift if they already have a scheduled shift during those hours.
To do so, click on Settings, navigate to the Limitations tab, and mark the option "Block users from claiming shifts if they overlap with a scheduled shift".
*Open shifts are available from the Basic plan under the Operations hub and above*
*Using Job Scheduler limitations is available from the Expert plan under the Operations hub*
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