Creating a shift is your first port of call when scheduling your workers' time.
You are able to create a shift using many dynamic options including positions, departments and location to name a few. Here are the steps to successful shift creation:
On the “Schedule” page click on “Create new shift” in the right hand corner
The panel will open where you can populate the required fields
Shift name - An internal reference that will NOT be seen by workers
Position - a drop down option of positions that are associated with your organisation
Backup position - a drop down option of positions that are associated with your organisation
Set Custom Schedules - this is an additional option upon configuration, not visible to every organisation. If you do have this option, it is where you can choose which day(s) of week you require the shift booked. (To create a Custom Schedule see "Posting a Custom Schedule" job article)
Shift start and end date - the date the shift starts and ends
Shift start and end time - the time the shift starts and ends
Multi timeslots (if applicable) - add one more timeslot for the shift by click on "+" button
Cover reason (if applicable) - a drop down of pre-set options of possible cover reason
Shift type - this will only show if you have more than one shift type. For example you may have Standard, Sleep In or On-Call shift types. If you only have “Standard” then this option will not appear. See more about Shift Types here.
Departments - a drop down list of pre-set departments associated with your organisation. See the article on Managing Departments here.
Location - Choose between an existing location or create a new location that will be saved to your organisation.
Notes - This is an optional field. Any notes you add here will be seen by the candidate. Use this to give instructions or guidance about the shift.
Skills(if applicable) - a drop down of skills that are associated with your organisation
When you are happy, click “Create and proceed to candidate search”. This will open a new page.
On the left hand panel you can view the details that have been entered. There is also an “Activity log” to keep track of what actions have been taken.
Also on this panel there is an “Edit” button which means the shift can be edited. There is also a “Duplicate shift” button which means the shift can be duplicated for ease of creating similar shifts. On the right hand panel you can view the “Search for Candidates” page. This is where you can filter by “Departments” or choose from the list of available candidates below.
As you can see from the screenshot, the system provides you with information on each candidate - showing position(s), department(s) that the candidate is part of, their phone number. If backup position is added, star icon appears for candidates with primary position selected
You can now select each candidate you wish to invite individually or choose to “Invite all candidates”. A pop up box will appear to ensure you wish to continue.
Follow the prompts and you will have now posted a shift with invites sent successfully.
What happens next:
An invitation will be sent to each candidate that you selected.
They will be able to “Apply” for the shift or to “Decline” the shift
Once a candidate has Applied you can choose to send them an Offer for the shift. Here is an example of what that page will look like:
The candidate who has “Applied” can now be sent the shift “Offer”. At this point they can either "Accept" or "Decline" the offer. If it's Accepted you will see that the shift is filled.
There is an option to withdraw an offer. Status of Candidate will be changed back to "Applied"
When they have accepted the offer the shift is now filled. The page changes to the screenshot below:
When the Shift is filled, you will see on-screen information relating tot his shift including confirmation that the candidate is booked, an activity log and the automatically-created timesheet(s).
You can also “Duplicate the shift” to save time. The shift is completely editable after duplication.
You can use the “Close” (X) button to close the window and continue creating more shifts.