The Open Shift View

 

The Open Shift View presents scheduling information in a columnar format that lists all open shift opportunities in the leftmost column for the visible date range, and days across the topmost row.

Summary view: Each of the open shift opportunities from the column on the left are shown within the weekly calendar. Select an open shift opportunity within the weekly calendar (or the column on the left) to display the summary details for that opportunity below.

Detail view: Select an open shift opportunity from the column on the left. Each cell corresponds to a specific employee and a date.  On a particular day, all employees who have or will be offered the open shift opportunity are listed in cells underneath that day.  If an employee is scheduled for a shift assignment on the same day in which they will be offered an open shift opportunity, the two will show in a stacked format.

You can configure the Open Shift View and your settings will be saved until you modify them again. You can also perform many schedule view functions, several of which are unique to the Open Shift View.

Creating Open Shift Opportunities

Before you can create an open shift opportunity, you must first define the rules which will be the basis of the open shift opportunity that you create. Once you have an open shift opportunity rule in place, you are ready to schedule an open shift opportunity to be offered to your employees.

  1. Click on the column of any day for which you would like to schedule an open shift opportunity.
  2. To add a new open shift opportunity, click  from the bottom of the leftmost column.
  3. In the Fulfillment Method dropdown menu, select whether the opportunity will be a Callout or Shift Bidding.
    1. If you have selected Callout to have candidates invited sequentially, select Assist... to set the start date and time for the opportunity. Then click OK.
      1. Set the candidate response time (the amount of time to wait between contacting each employee if no response is received).
    2. If you have selected Shift Bidding to allow candidates to bid simultaneously, select Assist... to set the bid open date and time, and the bid close date and time for the opportunity. Then click OK.
  4. Click the in the lower left area of the window to add a shift. Select a shift and then click OK.
  5. Choose an Employee Selection Rule from the dropdown menu.
  6. Uncheck the box if you do not want the automation engine to contact employees automatically.
  7. Enter the employee requirements for the selected open shift (e.g. number of required employees, allowed positions, required skills, etc.).  You can also adjust the shift times enter any notes related to the opportunity.
  8. Click Generate. The list of candidate employees who will be contacted by Snap Schedule 365 will be displayed. If you need to adjust the requirements, switch back to the Open Shifts tab to do so.  If you agree with the list displayed, click OK. If you are using the automation engine for the open shift opportunity, Snap Schedule 365 will begin contacting employees in the candidate list on the date and time specified in the opportunity.
    1. The Contact Method for an employee can be adjusted in their employee profile contact info.

Managing Existing (Scheduled) Open Shift Opportunities

  1. In the Summary view, double-click on an opportunity to edit or view the status of an existing opportunity.
    1. View the requirements of the opportunity, or switch to the Candidate Employees tab to view the current status of the automated offering process for each employee.
    2. To manually edit the state of the opportunity for that employee, i.e. whether they have been contacted, whether they have accepted or rejected the shift, etc., select an employee in the list, then click Details... In the window that opens, switch to the Activities tab to view the employee's activity history for this opportunity. Click Edit Activity... or select  New Activity... to add a new activity for this employee.
      1. This can also be done from the Detail view.
    3. Select the Current Status tab to view the current status of the opportunity or to change the scheduled Automation process.
  2. In the Detail view, you can right-click on any opportunity for an employee and then choose Assign Open Shift to assign the shift to an employee who has accepted the shift assignment.
    1. Alternatively you can select Record open shift activity from the dropdown menu, and then select from the list to add a new activity for this employee

NOTES:

      1. Once the number of required employees for the shift has been reached, the automated process will stop for the current Open Shift Opportunity.
      2. When an employee is marked as having Rejected the shift, the system will begin contacting the next employee in the list.
      3. To delete an existing open shift opportunity, click the desired entry from the list of Open Shift Opportunities, and then click .

Managing Existing (Unscheduled) Open Shift Opportunities

If you have previously created an open shift opportunity but not scheduled the automation to contact employees:

  1. On the Summary view, double-click on an opportunity to edit it.
  2. Select the Current Status tab, and check the box to schedule automation, making selections for date and time at which you would like the automation to start contacting employees.
    1. This can also be done by selecting Open Shift Opportunities from the Activities menu.