From Definitiv version 3.10 release, we have introduced Shift Offers to Rostering [NEW] module. Shift Offers is a feature that shift managers can use to offer out vacant shifts in the roster to employees. Eligible employees receive push/email notifications about available shifts, enabling them to view and claim shifts directly from the Definitiv Mobile App.
How To Offer a Shift
Step 1 Finalise and Publish the Roster
Shift offers assumes you have completed and published the main roster (or have at least one shift published in the roster period) and what remains are vacant shifts that need to be offered out, or shifts become vacant after publishing which then require last minute coverage.
Step 2 Create any Vacant shifts you need.
If you have not done so already, create any vacant shifts you need using the +Role function
Step 3 Select the Vacant shift you want to offer out.
Select a future dated vacant shift. Once selected, an option will appear “Shift Offer”. Select it.
Step 4 Select Matched Employees you want to offer out the shift to
The system will then complete a matching process to match employees to the vacant shift. This is the same matching process that happens for the Reassign option.
A screen will then slide out with a list of matched employees that you can then choose to offer the shift out to.
Information shown on the screen:
Left Side Shift Details. This details the shift information of the vacant shift you have selected to offer out.
Right Side:
Search Panel: Here you can search for people, status, projects, locations etc. which will then filter the list based on the search criteria.
Table: This lists the matched employees and some basic information to help you make a decision as to whom to offer the shift out to. You can choose, many or all employees listed.
Employee selector: This will be available to select if the employee has not been offered this shift already. If they have been offered the shift already, this will have a tick mark in it.
Emp No: The Employees Employment Number
Print Name: The Employees Print Name
Projected Total Hours: This totals up any rostered hours for the employee in the selected roster period + it adds the hours of the vacant shift to provide a projected total hours estimate.
Shift offer Status: I
If they have not been offer the shift before, the shift offer status will be blank.
If they have been offered the shift before, the shift offer status will display as graphic
Employment Status: This will display the employment status of the employee. It is there to aid decision making
Project: This will display the primary project of the employee. It is there to aid decision making when choosing who to offer the shift out to
Role: This will display the primary role of the employee. It is there to aid decision making when choosing who to offer the shift out to
Location: This will display the primary location of the employee. It is there to aid decision making when choosing who to offer the shift out to
Department: This will display the primary department of the employee. It is there to aid decision making when choosing who to offer the shift out to
Step 5 Offer out the Shift
Select the Employee or Employees from the list that you want to offer out the shift to and select the Offer Shifts Button.
You will receive a confirmation pop up message that the shifts have been offered.
Candidates will receive an email and mobile push notification of any shifts they have been offered.
You can then view vacant shifts that have been offered out in the roster, a visual icon is added to assist in knowing which shifts are out on offer and which ones are not.
Shift on Offer Vacant Shift
