Scheduling an OpenShift (Open Scheduling)

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Applies to , ,

Overview

Schedule an OpenShift when you’d like an employee to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when:

  • You want to give your employees the flexibility to pick up shifts that work best for them.
  • Your employees’ availability is complicated, and letting them pick up shifts themselves saves time for everyone.

You can also schedule an OpenShift from your computer or iPhone.

Schedule an OpenShift

  1. From the When I Work Scheduling app, tap Menu button in the top-left corner of the screen.
  2. Tap Calendar Schedule.
  3. Tap More button, then tap Create Shift.
    • If you want to add a one-off OpenShift, tap Custom Shift.
    • If you want to add an OpenShift you frequently schedule, tap one of your shift templates. If you haven’t added shift templates for shifts that regularly occur, create a shift template.
  4. Set up the shift details. Under Assign to, make sure to select OpenShift to let any eligible employee take the shift. For more information about modifying shift details, go to shift details.
  5. When you’re finished, tap Checkmark button in the top-right corner of the screen to save.
    A confirmation prompt appears.

    • If you want to save the shift without making it visible to qualified employees, tap Save (unpublish).
    • If you want to make the shift visible and notify qualified employees, tap Save & Publish.

Shift details

Whether you’re scheduling an OpenShift by creating a custom shift or using a shift template, you can modify the shift’s details.

After making changes to shift details, tap Checkmark in the top-right corner of the screen to save.

NameDate
Description(Required) Set the date for the shift.
NameTime
Description(Required) Set the start and end time for the shift.
NameSchedule
Description(Required) If you have multiple schedules, select the schedule where the shift should be added.
NamePosition
Description(Optional) Select the position that needs to be filled.
NameUnpaid break
Description(Optional) Add an unpaid break (also called lunch break) in minutes. For example, enter in 30 for 30 minutes or 60 minutes for one hour.

Note: If using Time Clock & Attendance with Automatically Deduct Scheduled Breaks From Timesheets enabled, an unpaid break in the shift details is required for the break to be automatically deducted from timesheets.

NameJob Site
Description(Optional) If the shift will take place off site from your normal location, select a job site.
NameAssign to
Description(Required) Select who will work the shift.

  • If you added a position to the shift, employees who can work that position are listed on the Qualified tab. If you need to assign the shift to an unqualified employee, tap the All Employees tab.
  • To let any qualified employee take this shift, select OpenShift. For more information, see OpenShifts.
  • To assign the shift to a specific employee, select that employee.
  • A Alert displays next to employees with a scheduling conflict. For more information, check out Identifying Scheduling Conflicts.
NameEligible employees¹
Description(Optional) Tap to offer the shift to specific eligible employees.
NameHow many shifts²
Description(Optional) Select how many instances of an OpenShift you’d like to publish.
NameShift color
Description(Optional) Select a color for the shift.
NameNotes
Description(Optional) Add notes (up to 350 characters).
Name Description
Date (Required) Set the date for the shift.
Time (Required) Set the start and end time for the shift.
Schedule (Required) If you have multiple schedules, select the schedule where the shift should be added.
Position (Optional) Select the position that needs to be filled.
Unpaid break (Optional) Add an unpaid break (also called lunch break) in minutes. For example, enter in 30 for 30 minutes or 60 minutes for one hour.

Note: If using Time Clock & Attendance with Automatically Deduct Scheduled Breaks From Timesheets enabled, an unpaid break in the shift details is required for the break to be automatically deducted from timesheets.

Job Site (Optional) If the shift will take place off site from your normal location, select a job site.
Assign to (Required) Select who will work the shift.

  • If you added a position to the shift, employees who can work that position are listed on the Qualified tab. If you need to assign the shift to an unqualified employee, tap the All Employees tab.
  • To let any qualified employee take this shift, select OpenShift. For more information, see OpenShifts.
  • To assign the shift to a specific employee, select that employee.
  • A Alert displays next to employees with a scheduling conflict. For more information, check out Identifying Scheduling Conflicts.
Eligible employees¹ (Optional) Tap to offer the shift to specific eligible employees.
How many shifts² (Optional) Select how many instances of an OpenShift you’d like to publish.
Shift color (Optional) Select a color for the shift.
Notes (Optional) Add notes (up to 350 characters).

¹Appears only when you’re scheduling an OpenShift and shift criteria has been defined.

²Appears only when you’re scheduling an OpenShift.

Frequently asked questions

How do OpenShifts work?

When you publish an OpenShift, employees that are both qualified and available for the shift are eligible to pick it up. The first employee to view and accept the OpenShift gets it automatically.

What defines an eligible employee?

An employee is eligible to pick up a shift if they meet the following criteria:

  1. They are qualified for the shift based on their tagged positions.
  2. They are not already scheduled for a published shift.
  3. They are not scheduled for approved time off.
  4. They are not hidden in the scheduler.

What defines a qualified employee?

An employee is qualified to take an OpenShift if he or she is tagged with a position that matches the position assigned to the OpenShift. Check out How to Create Positions and Tag Employees to Position(s). For example, an employee who is only tagged as a Bartender can see all of the Bartender OpenShifts, but not have any visibility to OpenShifts for other positions.

When are employees notified about OpenShifts?

When I Work notifies employees when:

  • You publish an OpenShift that they’re eligible to take.
  • You save changes to a published OpenShift that they’re qualified to take.
  • You offer them an OpenShift.
    When you offer an OpenShift to specific employees, notifications about the OpenShift are sent only to those employees.
Updated on April 5, 2019

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