Overview

Labor Sharing helps increase your shift coverage by looking at eligible and available users on other schedules you currently have set up. Labor Sharing is useful when you need to fill vacant OpenShifts, backfill dropped shifts, or find coverage for user’s planned time off

Labor sharing is accomplished by sharing OpenShifts with other schedules. You can edit current OpenShifts to enable them to be shared with eligible and available users, or you can create brand new OpenShifts that are able to be shared.

Considerations

• Shared OpenShifts can be viewed in both position view and coverage view.
• manager approval is not required from the borrowing schedule’s manager or the user’s regular schedule manager.
• Repeating shifts and shift templates do not currently support Shared OpenShifts.

Configuration

Labor Share functionality is enabled in Scheduling Settings. Switch the toggle to enable Labor Sharing. Once you have enabled Labor Sharing you can start scheduling Shared OpenShifts which are OpenShifts that are shared across schedules.

Schedule Shared OpenShifts

You can schedule Shared OpenShifts on your computer using the When I Work web app, on your iOS device, and on your Android device. Scheduling a Shared OpenShift is similar to scheduling a regular OpenShift with a couple extra steps.

Schedule a Shared OpenShift on the web app

1. Create a new OpenShift from the Scheduler, then enter all the relevant details for the shift.
   Note: You can also edit an existing OpenShift and make it a Shared OpenShift.
2. Check Share Shift With Other Schedules in the shift details of the OpenShift. Require pickup approval is automatically enabled.
3. Click View Who’s Currently Eligible to select the users on other schedules you want to be able to pick up the Shared OpenShift.
4. Click Save, or Save & Publish if you’re ready to publish immediately. The Shared OpenShift has the  icon.

Schedule a Shared OpenShift from an iOS device

1. Create a new OpenShift, then enter all the relevant details for the shift.
2. Tap the toggle for Share with other schedules in the shift details of the OpenShift. Require pickup approval is automatically enabled.
3. Tap View Eligible Employees to select the users on other schedules you want to be able to pick up the Shared OpenShift.
4. Tap Save when you’re finished.

Schedule a Shared OpenShift from an Android device

1. Create a new OpenShift, then enter all the relevant details for the shift.
2. Tap the toggle for Share across schedules in the shift details of the OpenShift. Require pickup approval is automatically enabled.
3. Tap View Eligible Employees to select the users on other schedules you want to be able to pick up the Shared OpenShift.
4. Tap Save when you’re finished.

Schedule a User from a Shared Schedule

In addition to scheduling a shared OpenShift, you can also directly schedule a user from another schedule if they are available to work and qualified.

1. Create a new Custom Shift from the Scheduler.
2. Type the name of the user to assign the shift. The schedule the user belongs to is shown next to their name.
3. Enter all the shift details., then click Save.

Shared OpenShifts Requests

All Shared OpenShifts require manager approval to complete the request. Users that are on other schedules are designated by the icon next to their name in the pending approval screen.

Process Shared OpenShift requests

1. Navigate to the OpenShifts Requests page, then select the OpenShift request you need to approve.
2. Select the user from the other schedule.
3. Click Approve to complete the request.