Publishing open shifts for workers to accept

Publish a shift with no worker, offer it to matched support workers by push notification and SMS, and assign whoever accepts.

Before you begin

• Publish rosters to publish, Broadcast open shifts to send offers, and Assign workers to assign responders.
• Workers have the support worker app installed. SMS also needs the worker’s mobile number and SMS set up for your organisation.

Publish a shift as open

1. In the New shift panel, don’t choose a worker (or select Leave unassigned (open shift)), then select Save and publish as open.
2. Or leave shifts unassigned and select Publish roster on the roster board. The Publish roster window tells you how many shifts go out as open.
3. To release a worker from a published shift, open it on the board and select Make it open.

Only published shifts that still need workers can be broadcast. Drafts must be published first.

Broadcast the shift to matched workers

1. Go to Roster → Open shifts. The page lists open shifts in the next 14 days, with a Broadcast status of Not sent, Sent, Accepted or Filled.
2. Select a shift. The right side shows how many eligible workers there are (available, screened and within travel distance).
3. Choose the channels with the Push and SMS switches.
4. Select Broadcast to … matched workers. A message confirms the channels used; if nobody matched, you are told there was nobody to send it to.
5. To send every shift that hasn’t been offered yet, select Broadcast all unsent at the top of the page.

Follow responses and assign

1. Watch the Responses table for the shift: each worker shows Delivered, Viewed, Accepted or Declined, the channel and when.
2. By default the first suitable worker to accept gets the shift automatically, and the others are told it is taken.
3. If your organisation has coordinators choose instead, select Assign next to the worker you want.
4. You can also assign directly by selecting an eligible worker under Matched workers.
5. If nobody has answered, select Resend to those who have not answered.

What the worker sees

1. Matched workers get a notification, and the offer appears under Open shift for you on their Today screen and in More → Open shifts.
2. They select Accept (or Accept shift) or Pass. The shift is added to their roster once accepted, or once you confirm if your organisation chooses responders.
3. See Accepting open shifts and setting your availability for the worker’s side.

Tips

• Use the stat tiles at the top of Open shifts (Broadcast, awaiting reply, Accepted, ready to assign, Filled today) to see where to act first.
• Offers expire after 24 hours by default, or an hour before the shift if that is sooner.

If something goes wrong

The broadcast button is missing

You need Broadcast open shifts, and the shift must be published and open. A draft must be published first.

A worker says the app told them “Someone else accepted this shift first.”

The shift was filled by an earlier acceptance. Nothing else is needed.

A worker can’t accept: “Something changed since the offer was sent”

Their checks changed after the offer (for example they were booked elsewhere). You have been told; choose another responder.