Run Assignment

Once the bid window closes or all of your employees have selected bid preferences, you can run the assignment process on this bid package. During this process, RosterApps looks at employees’ preferences and awards bid lines to employees in order of seniority.

To run assignment of bid lines:

• Click the Bid Packages tab.
• Find the bid package you want to run the assignment process for in the table of bid packages. Click the Edit link in that bid package’s row.
• Click the Run Assignment link.
  

• RosterApps asks how you want to handle employees that have not entered enough information to make an assignment. You have two choices:

  • Stop process and manually assign employee to bid line: Select this option button if you want RosterApps to pause the awarding process and allow you to manually assign employees that have not bid or have not selected enough preferences. You may choose this option if you want to make sure that the awarding process follows the correct seniority order.

  • Skip employee and assign later (lower seniority employees will continue to be assigned): Select this option button if you want RosterApps to skip employees that have not bid or have not entered enough preferences. You can then manually assign these employees later. Note that this method may result in lower seniority employees getting top preference bid lines over higher seniority employees.
    

• If bid lines have previously been assigned, you will also see an option for keeping those or voiding them.

• You also have the option to manually specify where to start the assignment process. You may choose to do this if you run into the situation above, where an employee has not bid or selected enough bid preferences, and you want to begin the bidding process with that employee. However, it is usually best to begin the bidding process from the beginning to make sure the process happens in the correct seniority order and no employees are skipped. If you do want to manually specify where to start:

  • Check the box.

  • RosterApps expands the section. Enter information in the fields about where to start and end the awarding process.

    • Starting seniority rank: Enter the seniority rank of the employee RosterApps should begin the awarding process with. You can see the seniority ranks of the employees in this bid on the View Employee Participation Level page.

    • Number of employees to assign: The number of employees that RosterApps should assign to bid lines in this awarding process. For example, if you enter 5 in this field RosterApps will assign the employee with the seniority rank you entered in the above field and the next four employees after them.
      

• Click the Run Assignment button once you are ready (or click the Cancel button to cancel).

• RosterApps goes through the awarding process. If any employees did not provide enough information for RosterApps to assign them and you selected the ‘Stop process and manually assign employee to bid line’ option in step 4, RosterApps will pause and wait for you to manually assign the employee(s) when it reaches their seniority rank(s).
  
  From this screen you have the following options:

  • Click the Assign link next to the bid line you want to assign the employee.  The Run Assignment process will continue after selecting this option.
  • Click the Stop Assignment Process button to completely halt the run assignment process.  Any assignments made up to this point will be maintained.
  • Click the Skip Employee button to make no assignment for this employee and to continue the run assignment process.

• Once the awarding process is complete, RosterApps displays the bid lines and which employees have been assigned to them in a table. From here you can unassign employees if you would like, either by clicking the blue text link Unassign in the bid line’s row or by clicking the blue Unassign All button at the bottom of the page to unassign all employees. You can also do this at a later time.
  

• If all of the bid line assignments look good to you, you can approve and generate shifts from this page. This will finalize the assignments and add shifts to employee calendars. Note that this action is final and you cannot undo assignments once you approve and generate shifts. Please be absolutely certain of both the shift schedules and the assignments before you approve and generate shifts. You can also do this at a later time—please refer to the View and Approve Assignments section of this user guide. If you do want to approve and generate shifts, click the Approve & Generate Shifts button.

• RosterApps asks you if you are sure you want to approve and generate shifts. Click the OK button to continue or click the Cancel button to cancel.

• Once you approve and generate shifts, the Shifts Generated column on the Assignments for Bid Package page has green check marks in it. The shifts also appear on employees’ calendars.