After an open shift is published, it can be filled through the process configured for its Schedule Plan. Managers can monitor published openings, review applicants, assign employees, and track the number of positions that remain open.
Before you begin
Confirm that:
You can access the correct Schedule Plan and Shift Planner.
The open shift has been published.
You have permission to review or assign employees.
The Schedule Plan includes the required pickup and approval workflows.
Ways to fill an open shift
Depending on your organization’s configuration, an open shift can be filled through:
Employee pickup
Manager selection from an applicant pool
Direct manager assignment
Assisted scheduling or Auto-Scheduling
The available methods depend on your permissions and the workflows configured for the Schedule Plan.
How employee pickup works
A manager publishes the open shift.
Eligible employees can see the opening under My Schedules > Open Shifts.
An employee requests or accepts the opening through the available action.
The employee is assigned immediately or becomes an applicant for manager review, depending on the configured workflow.
When an assignment is completed, the number of remaining positions is updated.
Note: An opening can become unavailable if another employee fills the last position or if relevant employee or scheduling information changes.
Review applicants
Open Scheduling and select the correct Schedule Plan.
Open Shift Planner.
Locate the published open shift.
Open the applicant details for the shift.
Review the available information for each applicant.
Select the employee or employees you want to approve.
Confirm the action.
Return to the open shift and verify the number of positions that remain open.
The information available for each applicant depends on your organization’s configuration.
Monitor partially filled open shifts
An open shift can require more than one employee and remain active after the first assignment.
Example: If an open shift requires five employees and three have been assigned, two positions remain open. Continue the configured filling process until the remaining worker count reaches zero.
If the Still Open filter is available, use it to focus on open shifts that still need employees.
If no employee qualifies
Review the following information:
Confirm that the employee belongs to the Schedule Plan’s workforce.
Compare the employee’s current group assignments with the open shift’s Schedule Criteria.
Confirm that required qualifications or certifications are current.
Check for overlapping assigned shifts.
Review any authorized-employee restrictions.
Review applicable compliance requirements.
Important: Correct employee or scheduling information only when it is inaccurate. Do not remove a valid business requirement simply to force an assignment.
If the opening’s requirements have changed, update the open shift and follow your organization’s process to publish it again.
Use direct assignment or Auto-Scheduling
Employee pickup is not the only way to fill an open shift. A manager may assign an employee directly when permitted.
For multiple open shifts, Auto-Scheduling can help create draft employee assignments. Managers must review the resulting assignments before publishing the employee schedules.