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Labor Sharing Reference Guide

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Overview

Labor Sharing helps increase your shift coverage by looking at eligible and available employees on other schedules you currently have set up. Labor Sharing is useful when you need to fill vacant OpenShifts, backfill dropped shifts, or find coverage for employees’ planned PTO.

Labor sharing is accomplished by sharing OpenShifts with other schedules. You can edit current OpenShifts to enable them to be shared with eligible and available employees, or you can create brand new OpenShifts that are able to be shared.

Considerations

  • Shared OpenShifts can be viewed in both position view and coverage view.
  • manager approval is not required from the borrowing schedule’s manager or the employee’s regular schedule manager.
  • Repeating shifts and shift templates do not currently support Shared OpenShifts.

Configuration

Labor Share functionality is enabled in Scheduling Settings. Switch the toggle to enable Labor Sharing. Once you have enabled Labor Sharing you can start scheduling Shared OpenShifts which are OpenShifts that are shared across schedules.Labor sharing toggle

Schedule Shared OpenShifts

You can schedule Shared OpenShifts on your computer using the When I Work web app, on your iOS device, and on your Android device. Scheduling a Shared OpenShift is similar to scheduling a regular OpenShift with a couple extra steps.

Schedule a Shared OpenShift on the web app

  1. Create a new OpenShift from the Scheduler, then enter all the relevant details for the shift.
    Note: You can also edit an existing OpenShift and make it a Shared OpenShift.
  2. Check Share Shift With Other Schedules in the shift details of the OpenShift. Require pickup approval is automatically enabled.Share with other schedules check box
  3. Click View Eligible Employees to select the employees on other schedules you want to be able to pick up the Shared OpenShift.Eligible employees dialog
  4. Click Save, or Save & Publish if you’re ready to publish immediately. The Shared OpenShift has the Schedules icon.Pending shared openshift

Schedule a Shared OpenShift from an iOS device

  1. Create a new OpenShift, then enter all the relevant details for the shift.
  2. Tap the toggle for Share with other schedules in the shift details of the OpenShift. Require pickup approval is automatically enabled.Share with other schedules toggle
  3. Tap View Eligible Employees to select the employees on other schedules you want to be able to pick up the Shared OpenShift.
  4. Tap Save when you’re finished.

Schedule a Shared OpenShift from an Android device

  1. Create a new OpenShift, then enter all the relevant details for the shift.
  2. Tap the toggle for Share across schedules in the shift details of the OpenShift. Require pickup approval is automatically enabled.Share across schedules toggle
  3. Tap View Eligible Employees to select the employees on other schedules you want to be able to pick up the Shared OpenShift.
  4. Tap Save when you’re finished.

Schedule an Employee from a Shared Schedule

In addition to scheduling a shared OpenShift, you can also directly schedule an employee from another schedule if they are available to work and qualified.

  1. Create a new Custom Shift from the Scheduler.
  2. Type the name of the employee to assign the shift. The schedule the employee belongs to is shown next to their name.schedule employee from another schedule dialog
  3. Enter all the shift details., then click Save.

Shared OpenShifts Requests

All Shared OpenShifts require manager approval to complete the request. Employees that are on other schedules are designated by the Schedules icon next to their name in the pending approval screen.

Process Shared OpenShift requests

  1. Navigate to the OpenShifts Requests page, then select the OpenShift request you need to approve.
  2. Select the employee from the other schedule.Approve shared openshift request
  3. Click Approve to complete the request.
Updated on February 7, 2022

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