Overview

Schedule an OpenShift when you’d like a user to pick up a shift instead of assigning it to a specific person. OpenShifts are a good fit when:

• You want to give your users the flexibility to pick up shifts that work best for them.
• Your user’s availability is complicated, and letting them pick up shifts themselves saves time for everyone.

You can also schedule an OpenShift from your computer or iPhone.

Schedule an OpenShift

1. from the When I Work Scheduling app, tap  Schedule on the bottom of the screen.
2. Tap More button, then tap Create Shift.
   • You will see a list of shift templates that can be used to recreate commonly used shift details. If you haven’t added shift templates for shifts that regularly occur, create a shift template.
   • If you do not want to use a shift template, tap Custom Shift.
3. Set up the shift details.a. Under Assign to , use OpenShift to let eligible users take the shift.
   b. If you want to offer more than one of the same shift, enter a number under How Many Shifts.
   c. If you want to select who should take the OpenShift, toggle Require Pick Up Approval on.
   d. Tap View Eligible Employees to see who could take the shift based on the current shift details. You can also uncheck employees who should not be offered the shift.
   For more information about modifying shift details, go to shift details.
4. When you’re finished, tap Checkmark button in the top-right corner of the screen to save.
   A confirmation prompt appears.
   • If you want to save the shift without making it visible to qualified users, tap Save (unpublish).
   • If you want to make the shift visible and notify qualified users, tap Save & Publish.

Shift details

Whether you’re scheduling an OpenShift by creating a custom shift or using a shift template, you can modify the shift’s details.

After making changes to shift details, tap  in the top-right corner of the screen to save.

[android-shift-details-table]

Frequently asked questions

How do OpenShifts work?

When you publish an OpenShift, employees that are both qualified and available for the shift are eligible to pick it up. The first employee to view and accept the OpenShift gets it automatically.

What defines an eligible employee?

An employee is eligible to pick up a shift if they meet the following criteria:

1. They are qualified for the shift based on their tagged positions.
2. They are not already scheduled for a published shift.
3. They are not scheduled for approved time off.
4. They are not hidden in the scheduler.

What defines a qualified employee?

An employee is qualified to take an OpenShift if he or she is tagged with a position that matches the position assigned to the OpenShift. Check out How to Create Positions and Tag Employees to Position(s). For example, an employee who is only tagged as a Bartender can see all of the Bartender OpenShifts, but not have any visibility to OpenShifts for other positions.

When are employees notified about OpenShifts?

When I Work notifies employees when:

• You publish an OpenShift that they’re eligible to take.
• You save changes to a published OpenShift that they’re qualified to take.
• You offer them an OpenShift.
  When you offer an OpenShift to specific employees, notifications about the OpenShift are sent only to those employees.