The system allows you to send your open shifts in order of seniority, or to select the people you wish to offer the shift to.
When sending shifts by seniority, the most senior employee will be notified first, and will be asked to accept or decline the shift within a set period of time.
If the employee accepts the shift, it will automatically be assigned to him. If he declines the shift, the second most senior employee will be notified and will have the same options and so on, until the shift is assigned.
š Note that employees will be able to decline an open shift whether it has been offered by seniority or to all employees!
1- Activating the option to offer open shifts by seniority
The administrator can activate the feature to offer open shifts according to seniority as follows;
Click on the āSettingsā tab in the main menu on the left.
Click on the āSchedulingā submenu
Then click or scroll down the page under āSeniorityā
Activate the option āOffer open shifts by seniorityā
Set a response time limit*.
Click on āSaveā.
*The response time limit corresponds to the time allotted to the most senior employee to accept or refuse the shift to be filled.
Once the time limit has passed, the shift will automatically be sent to the next one if the employee has not responded.
2- Offering an open shift by seniority
To offer an open shift to your employees based on seniority, start by creating a new shift in the āOpen shiftsā section under the āRotaā tab.
Enter all essential information (start and end times, branch, position), as well as any additional information (break, note, etc.).
By default, the option to offer shifts in order of seniority will be activated. If you wish to modify the criteria, click on āManage audienceā
You'll have the option of excluding employees in overtime situation or manually excluding certain employees.
If you deactivate the āBy seniorityā option, the shifts will be sent to all the people selected without prioritizing seniority, and you will have to assign the shift to one of the people who has volunteered.
By choosing this method, which does not prioritise availability, you will still have the following options:
āExclude employees in overtime situationā
āAllow employees with conflicting shifts to applyā*.
Manually remove certain people
*The āEmployees can apply for open shifts that are in conflict with their rotaā setting must have been activated by an administrator for this option to be available. This setting can be activated under āSettingsā -> āSchedulingā -> āApprovalā.
Once you've selected the right options, don't forget to click on āSave'' then āCreateā and finally publish your shift so that the assignment process can begin!
āļøNote that only seniority based on hire date is considered for this feature. If you have added the option to calculate seniority based on hours worked in the organisation settings, it will still be the hire date that is taken into account.