As of version 4.7.4, rostered shifts can be offered to one or many employees through the Humanforce Employee Roster screen.
Depending on the shift status, shifts in the unassigned panel on the Employee Roster will display 1 or 2 additional icons.
| Fill Shift | This icon is now available on every shift, and will bring up a new window with an option to directly choose an employee for a shift, or offer it out to one or many employees. | |
| This shift has been offered | This icon will appear if the shift has been offered out to one or more employees. |
The new Fill Shift window will have two tabs: one to assign an employee directly to a shift, and an offer tab to offer the shift out to one or multiple employees.
The Assign tab will let you choose a single employee to assign the shift to using the radio buttons on the left. The assign process produces the same result as dragging and dropping a shift onto an employee.
The Offer tab uses check boxes to allow the user to select one or more employees.
When offering out a shift, the SMS and Push Notification messages must be pre-configured and selected from the drop down boxes in the top right of the screen. If SMS is being used as a delivery method, then the SMS Gateway must also be selected. The system will automatically remember your selection for next time.
You can set whether your company uses Push Notifications, SMS, or both from the System-Wide Settings in the Back Office. Go to Setup > System-Wide Settings > Event Planner & Roster Offers to determine your Offer Delivery method.
Data Exchange
The Shift Offers works in conjunction with Data Exchange (SMS/Push Notification Roster Offer Update), to process and action the responses received from the offer process.
The Data Exchange can be configured to the following scenarios:
- Automatically assign the first employee to respond
- Automatically assign the employee who has the highest ranking (It's important to add a value to the 'Wait Time' as this allows time for more responses to be collected and processed.)
- Capture responses and allow the manager to select from the Shift Offer screen. (There will be a green tick against an employee that the manager can select to assign the employee)
Assigning Send Templates to generate confirmation or rejection messages to employees and managers can be controlled in the Replies section of the Data Exchange task.
High Level Workflows:
1. Shift Offer created > employee(s) selected > employee(s) accepts > employee allocated automatically from system settings (either first in or highest ranking)
2. Shift Offer created > employee(s) selected > employee(s) accepts > employee manually allocated by manager from Shift Offer screen
Detailed Workflow:
1. Unassigned shift is created and the available employees are visible in the offer list. For this example we will look at a single employee.
2. Use the checkbox on the left to select the employee(s) to send the shift offer to.
3. Once shift has been offered, the status will be updated accordingly.
4. Employee will then receive the push notification or SMS depending on the delivery method used.
5. Employee can open the app and navigate to the Offers tab to review shift offer.
6. The employee can accept the shift offer, and the confirmation message is displayed that the employee has bid on the shift successfully.
7. Once the employee has replied, the status will be updated accordingly.
8. If you've chosen to have the employees automatically assigned based on either response time or rank (High Level Workflow 1), then when the Data Exchange task runs and the criteria you've chosen has been met, the shift will move out of the unassigned area and show up on the assigned employee's calendar (skip to step 10).
9. If you've instead chosen to manually assign shifts based on the response (High Level Workflow 2), a confirm button will be available to the manager to allocate the shift to that employee.
10. Once confirmed in either case, the shift will be assigned to the employee and moved out of the unassigned shifts area. Assuming you also chose to send a reply to the confirmed employee, the employee will get a Push Notification or SMS to let them know they were given the shift.
