How to Create an Open Shift

Open Shifts can be created in two ways:

1. When approving a time off request (which fills the shift)
2. By creating a stand-alone Open Shift request (single or repeating)

Method 1: Creating an Open Shift by Approving a Time Off Request

When an employee requests time off, approving the request can automatically generate an open shift for that time slot.  This can be done from either the Day View or the Approve Requests page.

1. Click the "thumbs-up" icon to approve the request.
2. A form will appear allowing you to configure the newly created open shift.
3. Complete the form and click "Approve." This immediately creates the open shift and sends notifications to eligible employees in the selected shift pools.

Click the "thumbs-up" icon

Fill out the form and click Approve. 

Method 2: Creating a Stand-Alone Open Shift

This method is used when you need to staff a shift or event that isn't related to a time-off request.

1. Navigate to Menu > Create Open Shift.
2. Fill out the open shift form (detailed below).
3. Click "Save." This will distribute the open shift opportunity to all employees in the selected shift pools.

Fill out the Open Shift form (see details below)

Creating a Recurring Open Shift

To create a recurring open shift:

1. Check the "Make Recurring Open Shift" box. This will reveal the recurring shift settings.
2. Set the "First Shift Date" and "Last Shift Date" to define the date range for the recurring shifts.
3. Select the "Repeat Type" (usually "Week").
4. Select the specific "Days of the Week" for the recurring shift.
5. Complete the remaining fields in the form and click "Save."

Example: Setting the "Repeat Type" to "Week," selecting "Friday" and "Saturday," and specifying a date range for the month will create open shifts for every Friday and Saturday night within that month.

Open Shift Form Fields

Here's a breakdown of the fields in the open shift form:

Shift Start Date (or First Shift Date)

The date of the shift (or the first shift in a recurring series).

Make Recurring Open shift

Check this box to enable recurring shift settings.

Shift Pools to Invite

Select the shift pools to which the open shift opportunity will be offered. Shift pools are managed under Menu > Settings > Open Shift Pools. See the article: Setting up Open Shift Pools for more information

Activity

The type of work associated with the shift. This can be modified after the shift is accepted.

Time

The start and end times of the shift (e.g., 1700-0500).

Number of Shifts Needed

The number of employees needed for this shift. This is useful for events requiring multiple staff members for the same time slot. You can later adjust the "Activity" for each assigned employee for role differentiation. Example: If you need three additional staff members for a specific event, set this to 3. 

Require Supervisor Approval

When checked, employees can request to fill the shift, but a supervisor must approve the assignment.

Invitation Notes

An optional message included with the open shift notification. The first 30 characters are included in text notifications; the full message is included in email notifications and displayed within the application. This is ideal for providing context about special events or specific requirements.

Send Invite Notifications

When checked, employees will receive email and/or text notifications (based on their individual notification settings) about the new open shift.

Response Notifications

• Send Responses to Me: Check this box to receive notifications when employees express interest in the open shift.
• Send to: Use this dropdown to specify additional supervisors who should receive response notifications.

Recurring Open Shift Settings 

(Visible when "Make Recurring Open Shift" is checked)

First Shift Start Date

The starting date for the recurring shift pattern.

Last Shift Start Date

The ending date for the recurring shift pattern.

Repeats Every

This option allows you to select the repeating pattern.

Repeat Week:

Select specific days of the week (Monday, Tuesday, etc.).

Repeat Other: 

Specify the length of the repeating pattern (e.g., every 6 days) and then select the specific days within that pattern. Example: For a 6-day repeating pattern, you could select "Day 3" and "Day 4" to create open shifts on those specific days within the 6-day cycle. "Day 1" is determined by the "First Shift Start Date."