Flexible Employee Scheduling Software - Using Open and Closed Shifts - Online Employee Schedule Software | Workforce Management – ShiftPlanning.com

Flexible Employee Scheduling Software – Using Open and Closed Shifts

ShiftPlanning provides a very flexible Online scheduline platform for businesses of all sizes in all industries. No two businesses are the same when it comes to employee scheduling which is why we’ve tried to built the most flexible platform to meet the needs, and changing needs, of as many businesses as possible. Here is an […]

ShiftPlanning provides a very flexible Online scheduline platform for businesses of all sizes in all industries. No two businesses are the same when it comes to employee scheduling which is why we’ve tried to built the most flexible platform to meet the needs, and changing needs, of as many businesses as possible. Here is an example of a scheduling scenario that was recently brought to us by a client:

“Right now we schedule one person for example on our Saturday shifts. We then want to be able to automatically notify all staff that there is the ability for them to work on these shifts as well. Essentially “Claim a Saturday if you want to work”. Right now the way we are doing this is simply sending out an e-mail to all staff, and letting them know to notify me so I can add them to the shift. Is there an easier way to do this?”

Definitely! This topic falls right between the two different shift formats that are within ShiftPlanning: Open & Closed. The fastest way to describe open and closed shift types is to say that Closed shifts(default), are shifts where you assign employees as desired to the individual shift. This is a completely manual process. Open Shifts on the other hand allow you to define the number of employees needed, allowing them to be notified of the available shift slots, and have the ability to opt-in to work. You can set whether or Manager approval is needed for opt-in requests, among other settings to help streamline this process.

So to solve the above problem with having some assigned staff, some ‘wildcard’ positions, we can simply use a combination of these two shift types when creating a shift. Here is what it looks like:

1. I Create a Saturday shift with 1 employee:

https://d2eos31sn1as5.cloudfront.net/14_07_11_14_14_44.png

2. I then convert the shift type to ‘open’ and set the limit to ‘2’, which will essentially be the one employee I’ve already scheduled, plus one available slot:

https://d2eos31sn1as5.cloudfront.net/14_07_11_14_17_19.png

3. Once this is saved, it’s now available to all employees online through their dashboard/calendar. They can view the shifts available, and then request to work. And like I mentioned depending on your settings, you can either have the final approval or not. This is the employee view:

https://d2eos31sn1as5.cloudfront.net/14_07_11_14_20_34.png

https://d2eos31sn1as5.cloudfront.net/14_07_11_14_20_53.png

Depending on your business settings you can either allow for the auto-approval of shift requests for all staff, or for individual employees. Assuming you don’t have the auto-approve option set, you will be able to see the requests through-out your account with the ability to approve/reject them. For example right within the shift-edit window itself you will see:

https://www.shiftplanning.com/layout/images/tutorials/openshifts/approve.jpg

It’s as easy as that!

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