Scheduling an OpenShift (Open Scheduling)

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Overview

Schedule an OpenShift when you’d like a qualified 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 When I Work Logo 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 Who, make sure to select Open Shift to let any qualified employee take the shift. For more information about modifying shift details, go to shift details.Edit 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.

NameColor
Description(Optional) Select a color for the shift at the top of the screen.
NameTime
Description(Required) Set the date and the start and end time for the shift.
NameUnpaid break
Description(Optional) Add an unpaid break in hours. For example, enter in .5 for 30 minutes.
NameNotes
Description(Optional) Add notes (up to 350 characters).
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.
NameWho
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 Open Shift. For more information, see OpenShifts.
  • To assign the shift to a specific employee, select that employee.
NameJob Site
Description(Optional) If the shift will take place off site from your normal location, select a job site.
Name Description
Color (Optional) Select a color for the shift at the top of the screen.
Time (Required) Set the date and the start and end time for the shift.
Unpaid break (Optional) Add an unpaid break in hours. For example, enter in .5 for 30 minutes.
Notes (Optional) Add notes (up to 350 characters).
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.
Who (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 Open Shift. For more information, see OpenShifts.
  • To assign the shift to a specific employee, select that employee.
Job Site (Optional) If the shift will take place off site from your normal location, select a job site.

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

Frequently asked questions

How do OpenShifts work?

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

What defines an available employee?

An employee is available to take an OpenShift if he or she is not already scheduled. The employee must be completely available for the full length of the OpenShift. For example, someone who is scheduled to work from 9am-5pm would not be able to see or take an OpenShift that starts at 4pm.

Availability Preferences Do Not Apply

When I Work does not consider employees’ availability preferences when determining their availability for OpenShifts.

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 qualified 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.
Qualified Employees Are Always Notified

All qualified employees are notified regardless of whether they are available to take an OpenShift, unless you’ve offered it to specific employees.

Updated on October 18, 2017

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