Bid packages are a way to input shifts into RosterApps which allow employees to sign up for schedules through a bidding process. They are intended for work groups that have a repeating schedule and consist of multiple bid lines (weekly shifts).
Each work group will be required to have thier own bid package and only those employees assigned to the work group on the bid packages effective start date will be able to bid on lines in the bid package.
A bidline is a schedule of shifts for one cycle of the cycle pattern (typically weekly, but you may specifiy a longer repeating pattern even up to 365 days.
It is important to identify an effective period on a bid package so the system knows when to start and end the bid line shifts on the calendar for that particular work group. This also tells the employees the period of time they are bidding on when entering their bids on the bid package. This can be edited (extended or reduced) at any time.
The difference between the bidding window and the effective date is the period of time when the bid package is active vs. when the employees are able to enter their preferences on the bid package. Specifically, the bidding window is the period of time the employees can go in and save their preferences on the available bid lines within the bid package. This typically takes place well before the bid package is effective.
- To create and utilize Bid Packages within RosterApps you must have the role of a Location Admin
- Under the Bid Packages tab you will be able to view any current or past Bid Packages under your Location. You also have the option to Create a New Bid Package.
When creating a new bid package you will see the following options:
- Work Group - Work group the bid package will be for
- Bid Package Name - Used to easily differentiate this bid package from others when viewed in the list
- Effective Dates - Beginning and ending dates for the bid package
- Seniority Rank Rule - Determines which employee gets their prefences before other employees
- Days In Cycle Pattern - How may days are in the repeating shift pattern
- Bid Window - Time frame that employees are able to submit their preferred shifts
- When adding bid lines to a bid package you have 3 options:
- Manually - create each line individually (not suggested unless you are adding less than 5 bid lines)
- Create From Open Shifts - Utilizes unassigned shifts under a Supervisor’s shift management screen
- Import bid package - using the below sheet (Recommended Method)
Once the Bid Package is created you will have the following options in managing the Bid Package:
- Edit Package Details - Allows you to modify fields seen during the creation of the Bid Package
- Edit Bid Lines - View, add, remove and edit available bid lines for employees to bid on
- View Employee Participation Level - Lists, in order via the Seniority Rank Rule, employees set to enter bid preferences (and if they have entered bid preferences) for the bid package.
- Run Assignment - Used to assign bid lines at the end of the Bidding Window.
- View and Approve Assignments - Last step in creating schedules/shifts on the employee calendars. Once this action has been taken it cannot be easily undone
- Preferences for Bid Package - Shows what employees have selected for their preferred bid lines
View from the Employee perspective:
- Under the Home > Announcements section it is seen that a Shift Bid is open (based on Bidding Window dates)
- The screen after clicking to view the bid is where their preferences are entered by selecting the checkboxes in the Preference column in the order they want the Bidlines – when preferences are saved the employee will be sent a confirmation email.
- Jumping back to the Location Admin role we can now see the preferences that were entered on the View Employee Participation screen (Jackie Jackfruit at the bottom shows 2/11 selected):
- Once Preferences have been entered by all employees you will then Run Assignment
- Next is to View and Approve Assignment
- Approve & Generate shifts after looking things over
- At this point shifts can be seen on the Employee Calendar via the Supervisor or Schedule Viewer: