Overview
Schedule an OpenShift when you’d like a user to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when:
- You want to give your users the flexibility to pick up shifts that work best for them.
- Your user’s 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
- From the When I Work Scheduling app, tap Schedule on the bottom of the screen.
- Tap More button, then tap Create Shift.
- You will see a list of shift templates that can be used to recreate commonly used shift details. If you haven’t added shift templates for shifts that regularly occur, create a shift template.
- If you do not want to use a shift template, tap Custom Shift.
- Set up the shift details.
a. Under Assign to , use OpenShift to let eligible users take the shift.
b. If you want to offer more than one of the same shift, enter a number under How Many Shifts.
c. If you want to select who should take the OpenShift, toggle Require Pick Up Approval on.
d. Tap View Eligible Employees to see who could take the shift based on the current shift details. You can also uncheck employees who should not be offered the shift.
For more information about modifying shift details, go to shift details. - 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 users, tap Save (unpublish).
- If you want to make the shift visible and notify qualified users, 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 in the top-right corner of the screen to save.
| 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. |
| Tags |
| (Optional) Select tags if the shift requires additional qualifications or certifications. |
| 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.
|
| How many shifts² |
| (Optional) Select how many instances of an OpenShift you’d like to publish. |
| Requires pick up approval² |
| (Optional) Tap the switch to require pick up approval by management. See Require OpenShift Pick Up Approval (Shift Bidding). |
| Share with other schedules² |
| (Optional) Offer OpenShifts to qualified users who aren’t assigned to the same schedule as the shift. |
| Eligible employees¹ |
| (Optional) Tap to offer the shift to specific eligible users. |
| Shift color |
| (Optional) Select a color for the shift. |
| Shift task lists |
| (Optional) Select task lists for the shift. |
| Notes |
| (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. |
| Tags | (Optional) Select tags if the shift requires additional qualifications or certifications. |
| 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.
|
| How many shifts² | (Optional) Select how many instances of an OpenShift you’d like to publish. |
| Requires pick up approval² | (Optional) Tap the switch to require pick up approval by management. See Require OpenShift Pick Up Approval (Shift Bidding). |
| Share with other schedules² | (Optional) Offer OpenShifts to qualified users who aren’t assigned to the same schedule as the shift. |
| Eligible employees¹ | (Optional) Tap to offer the shift to specific eligible users. |
| Shift color | (Optional) Select a color for the shift. |
| Shift task lists | (Optional) Select task lists 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:
- They are qualified for the shift based on their tagged positions.
- They are not already scheduled for a published shift.
- They are not scheduled for approved time off.
- 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.