Auto-Unassign Shift after Shift Offer Declined

There are two options for how shifts are unassigned when an employee declines a shift offer:

1. A manager manually unassigns the shift on the roster (Default)
2. The shift is automatically unassigned from the employee and marked as unconfirmed (Auto-Unassign)

How to activate/deactivate Auto-unassign

If you are a user with access to Admin settings, follow the steps below.

1. Go to Admin > Admin Config > System Settings
2. Click the Rosters/Roster Templates tab
3. In the Bid Manager/Shift Bidding section, select Auto-unassign employee from Roster 
4. Click Save. The change will apply immediately to all shift offers that are declined from that point.

To deactivate Auto-unassign, select Retain employee on Roster and click Save.

All HF customers will default to Retain employee on Roster

1. Manual unassign (Default): Retain employee on Roster, showing decline status

Under the existing default settings for all new and existing customers, when an offer is sent to an employee, it immediately becomes assigned to that employee, and the employee must confirm or decline the offer. 

Where an employee declines an offer:

• The shift remains assigned to the employee and is marked as declined on the roster.
• A manager must manually unassign the shift on the roster before other employees can submit new bids for the shift again.
• When the shift is manually unassigned, bids previously submitted for that shift will be retained and visible in both Shift Bidding and in Bid Manager.

Note: Once a shift offer is accepted, all previously-submitted bids are deleted.

2. Auto-Unassign

When an offer is sent to an employee, it immediately becomes assigned to that employee, and the employee must confirm or decline the offer. 

Where an employee declines an offer:

• The shift will be automatically unassigned from the employee and marked as unconfirmed, meaning the manager does not need to take any action to unassign the shift and keep it visible to employees in Shift Bidding.
• Bids previously submitted for that shift will be retained and visible in both Shift Bidding and in Bid Manager.

Note: Once a shift offer is accepted, all previously-submitted bids are deleted.

Benefits of Auto-Unassign include:

• Removing the need for a manager to manually unassign the shift from the employee who declined the offer
• Giving employees the opportunity to bid for work right up until the shift is offered to another employee, and continue to be considered for the shift if the original offer is declined.
• Quicker for managers to send subsequent offers via Bid Manager, as it increases the likelihood of further bids being submitted. 

The notification sent to alert the Manager when an employee declines an offer where Auto-unassign setting is active is different to the one sent when Auto-unassign is inactive. The new notification states:

[NAME] has been unassigned from this shift after declining the following shift offer. You'll need to take further action to fill this shift.