Assign Open Shifts

As a supervisor, you can assign a single open shift or multiple open shifts at once.

 

Assign a Single Open Shift

To assign a single open shift:

• Click the Shift Management tab.
• Find the open shift you want to assign in the Unassigned Shifts table. Click the Assign link in that shift’s row.
  
• RosterApps directs you to the Assigning Shift page.
  

• This page displays all of the employees that could potentially work the shift (employees in the shift’s work group or that have group trade permissions with the shift’s work group). Below is a list of all the possible columns in this table with descriptions (note that the fields which appear are configurable by the location admin).

  • Employee: The name of the employee.

  • Employee #: The unique employee number.

  • Location: The location the employee works at.

  • Work Group: The employee’s work group.

  • Type: The employee’s status. Examples are active full-time (AF) or active part-time (AP).

  • Seniority Rank: The employee’s seniority rank within their work group.

  • Seniority Date: The date used to determine the seniority rank.

  • Open Time Bank: The number of hours in the employee’s open time bank.

  • Shift as OT: If this shift would quality as overtime for the employee, there is a green check mark in this column.

  • Add OT hours on assign: Indicates whether the shift will add hours to the employee's OT bank upon assignment.

  • Associated shift: Displays the associated shift, if applicable.
  • On-Call: Indicates whether the employee is scheduled to be on-call during this shift.
  • Open Time requested: Indicates whether the employee has requested open time
  • Match Open Time request: Indicates whether the employee's open time request matches the shift hours.
  • Open Time request on: Date/Time of the open time request made by the employee
  • Sign-Up Open Time: Indicates whether employee has signed up for open time on the date of the shift being assigned.
  • Sign-Up date: Date of the employee signing up for open time on the date of the shift being assigned. 
  • Sign-Up and Open Time request comments: Comments made by the employee regarding their open time request
  • Open Time shift on day: Indicates whether the employee already has an open shift assigned on date of 
  • Open Time shift in previous hours: Time of last open time shift assigned to employee.
  • Is regular day off: Indicates whether the employee has a regular day off on the date of the shift being assigned.
  • Was previous day regular day off: Indicates whether the employee has a regular day off on the day prior to the date of the shift being assigned.
  • Regular shift start time: The employee's regular shift start time for the date of the shift being assigned.
  • Regular shift end time: The employee's regular shift end time for the date of the shift being assigned.

  • Already OT On Date: If the employee is already working an overtime shift this day, there is a green check mark in this column.

  • Already Here: If the employee has a shift overlapping with this shift, that shift’s date, time, break, and skill are in this column.

  • Match OT Req: If the employee has requested overtime and this shift matches their overtime request, there is a green check mark in this column.

  • Conflict: If the employee has a conflict with this shift the conflict appears in this column.

  • Total Junior Assignment hours: The total number of junior assignment hours that have been made to this employee.
  • Junior Assignment count: The total number of junior assignment shift assignments that have been made to this employee.
  • Last Junior Assignment: Date of the last junior assignment for this employee. 
• Two filters are available to refine the list of employees further:
  • Hide Employees with Conflicts: Check this box to hide employees with conflicts and to only view employees that can work the shift.
  • Only show employees who have an open time request or have signed up for the shift: Check this box to hide employees who don't have an open time request or who haven't signed up for this specific shift.

• Note that you can sort this table using the Sort by dropdowns which appears above the table of employees.  It is possible to sort by up to five different criteria.

• Choose the employee that you want to assign the shift to and click the blue text link Assign in that employee’s row of the table.

• RosterApps directs you to the Assign Shift page.
  

• Check the Do Not Add Hours To OT Bank box to prevent the employee from accruing overtime hours from this shift if you would like, or leave the box unchecked to allow the hours to be added to the employee’s overtime bank if the shift qualifies as overtime. (Note: this field will only appear if the company admin has allowed the supervisor to do this via the shift rule settings).

• Enter any comments in the Comments field, if you would like. Your comment would appear in the e-mail RosterApps sends the employee to notify them of the shift assignment.

• Click the Approve button to assign the shift.

• The shift should now appear on the employee’s calendar and should no longer be in the Unassigned Shifts table.

Assign Multiple Open Shifts

Use this function to assign multiple shifts at once to the same employee.

To assign multiple open shifts:

• Click the Shift Management tab.
• Find the shifts you want to assign in the Unassigned Shifts table. Check the boxes at the far right of the rows of the shifts you want to delete.
• Click the Assign Checked button.
  
• RosterApps directs you to the Assign Multiple Shifts page.
  

• Select the employee you want to assign the shifts to in the Employee drop-down menu. When you select an employee RosterApps populates the Conflicts column of the table with any conflicts the employee may have with any of the selected shifts.

• If the employee is scheduled for any shifts that overlap the selected shifts, there is a Do Not Add Hours to OT Bank box. Check this box to not add any overtime hours to the employee’s overtime bank if you go ahead and override the conflicts and assign the shift.

• Enter any comments you would like in the ‘Comments to send’ field. This comment will appear in the e-mail RosterApps sends the employee notifying them of the assignments.

• Click the blue Override & Assign (if the employee has conflicts with any of the shifts) or Assign (if the employee does not have conflicts with any of the shifts) button to assign the shifts.