Creating a shift is easy and can be completed in a few quick steps.
First, navigate to the Shifts page. To do this, simply select Shifts in the blue dashboard on the lefthand toolbar or side or select Create a Shift at the top right-hand corner of the main dashboard. Once you're on the Shifts page, you can either click Create a Shift or click the location on the calendar you where you need the shift.
All of these options will bring you to the "Create a New Shift" page. Here you'll input the important aspects of the shift such as type, date, location, wage, and the number of available slots needed to fill.
Next, input the following information into the shift form:
- A descriptive name of the shift
- The date and time of the shift
- How many slots are needed for this shift
- The location of the shift
- The type of shift (details below)
- Invite to Work + My Approval Required
- By selecting this, you are letting your employees express interest in working a shift, but also letting them know that they must first be approved by a manager before they are officially assigned to the shift.
- Invite to Work + No Approval
- By selecting this, your shift automatically becomes to everyone in the pool(s) you select, or everyone in your company if you don't select any pools. This approval type gives the shift a "first come first served" functionality. The shift will be assigned to the first worker(s) who accepts it.
- Invite to Work + My Approval Required
After you have input the shift details, you're almost ready to launch your shift! However, before you launch a shift, you must select how you want to communicate with your employees and select who should receive the shift.
The default method of communication is app notification, but you also have the option of sending text messages. If a shift is sent out via text an employee can simply respond "yes" directly to the text message if they're interested in working the shift. This will automatically add the shift to their calendar and add them as an accepted shift on your dashboard - a simple and streamlined process. To take advantage of the text message functionality, click Show Advanced Options at the bottom of the shifts form, and select Yes under Notify Via SMS. You can also write up a brief shift description that will be sent to the employee pool and set a custom timed reminder that will be sent to workers who have accepted the shift to ensure that they remember their shift and arrive on time. The result? A streamlined communication flow with all of your team.
Once you've set your communication preferences, you have the option of sharing the shift with individual people or the entire pool(s) of employees, depending on your needs and preferences.
To add either individual employees or pools:
Tap the icon and search for the employee name(s) or the pool name(s). Click Save.
Not ready to invite people yet? That's ok! You can either save the shift as a draft (it won't show up on your calendar) or activate it without invitations by clicking Create Shift (now the shift will show up on your calendar). You can always come back and add invitations later.
Sending the shift to multiple employees/pools: You can tier the order and timing in which the shift invitations are sent out. To learn more about this, check out our article on shift tiering.
Timing Your Shift Invite
The final step is setting the timing of your shift invitation. In a pinch and need a worker fast? You can set your shift invitation to go out immediately by selecting Send Now from the dropdown menu. If you want to schedule your invitations for a later time, select Send Later and choose the hour and minute delay on your message. You can set the invitation to be delayed up to 24 hours.
Once you're happy with all of the information on the shift form, click Create Shift. Your shift will now appear on your schedule! But don't worry, if things change you can easily update the shift to reflect changes.
Assigning a Shift
Once a shift has been created, you have the ability to bypass the invitation step and directly assign an employee to a shift. On the shifts page, navigate to the shift you would like to assign to an employee and click on the shift to open the shift details page. Once here, click Partners and then Assign Shift. A list of employees will appear. Click Assign Shift once you have selected the employee(s) you want to assign to the shift.
Note: for the partner to see the assignment on their calendar the shift must be active. If the shift is not active, a green Activate Shift button will be visible in the upper right-hand corner of the shift info page. Simply click this box when you're ready to activate the shift and allow the employee to see the assignment.