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  2. Schedule Management
  3. Open Shifts

Using Open Shifts

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Using Open Shifts

 

Open Shifts allow your employees to self-schedule while saving the time managers spend considering which specific employee they want to work the job. An Open Shift will be available for all eligible employees to apply for, and they can automatically be assigned with it, or the manager can choose to moderate who picks it up.

In this article, we will cover:

  • Creating an Open Shift
  • Configuring Minimum Hours Prior to Applying for an Open Shift
  • Approving or Denying Open Shift Requests

Creating an Open Shift

To create an open shift:

  1. From the Menu Bar, select Scheduling. 
  2. Select Manage Schedule from the dropdown menu.  This takes you to the Manage Schedule page.
    scheduling_manage_schedule_dropdown.png 
  3. From Actions, select Create New Shift. 

    s_create_new_shift.png

    Or

    Double-click within an empty space in the OPEN SHIFTS row in the week’s schedule.

    open_shift_blank_area.png

    The Assign Shift form displays.
  4. In the Employee drop-down, select Open Shift.

    s_assign_shift.png
  5. If you want a manager to approve any requests for this open shift, select the Require Approval checkbox. Leave this checkbox unchecked to allow eligible employees to claim this open shift on a first come first serve basis.
  6. Enter all the required information to create the shift. See Creating a Shift without Templates for more information on individual fields.
  7. Select Save. The newly created open shift appears in the OPEN SHIFT row of the schedule.
    schduling_view_open_shifts.png

 

This completes creating a new open shift. Employees can apply for open shifts from the web and the mobile application.
From the Menu bar, select the Profile icon and then select My Dashboard. Available shifts appear in the Available Shifts widget.

s_available_shifts.png

schedule_mobile.png

Note:

  • Employees must be in the same position to apply for an open shift.
  • Employees must be available during the time specified in the open shift to apply.

 

Configuring Minimum Hours Prior to Applying for an Open Shift

 

At the store level, you can configure the deadline for applying for an open shift. For example, if the deadline is 24 hours, employees must apply for open shifts 24 hours before the shift starts.

To configure minimum hours prior to applying for an open shift:

  1. From the menu bar, select the Settingssplus_gear_settings_icon.png  icon. The system displays the Settings menu.
  2. Under Company Settings, select Stores. The Stores page displays.
    s_stores_in_settings_menu.png
  3. Select the Edit s_edit_icon.png icon next to the store you wish to modify. The Store Settings page displays.
  4. In the Minimum Hours Prior to Applying for an Open Shift field, enter the deadline for applying for an open shift.
    s_minimum_hours_before_applying_open_shift.png
  5. Select Save Changes.


Note:

  • The application deletes open shifts from the schedule when it passes the deadline.
  • The system also deletes any pending open shift approval requests after the deadline (for open shifts where the “Require Approval” checkbox is selected.).

Open Shift Notifications

s_notification_preferences.png

Employees receive notifications when:

  • When a new open shift is published for the store.
  • Open shift request is canceled by an employee.
  • The manager approves or denies an open shift request.
  • An open shift request is automatically denied because the deadline has passed, or the open shift has been deleted/unpublished.
  • They apply for an available open shift.

You can choose to receive Email, SMS, and or Dashboard notifications for each notification.

Approving or Denying Open Shift Requests

Managers can approve or deny open shift requests from their employees. To approve or deny a request:

  1. Log in to your Scheduling+ account.
  2. In the dashboard, find the Employee Requests (Pending) widget.

    Or
    Select Store Settings > Requests to view pending requests.
  3. Select Review next to a request.
    s_review_open_shift_request.png
  4. Review the request and select Approve or Deny All.

  5. s_approve_deny_open_shift_request.png

    If two or more employees have applied for the same open shift, select the radio button next to the name of the employee and then select Approve.

    Select Deny All to deny all requests.

    To deny the request from a specific employee, hover over the name of the employee and select the remove (x) icon.

    s_open_shift_reject_single_employee_request.png

This completes approving or denying open shift requests.

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