Scheduling shifts is a process that can be handled in many different ways. At StaffSavvy there are many different ways to assign and manage shifts. A part of these is navigating shift types. There are three types of shifts that can be assigned to staff Extra, Offered and Unassigned. These shifts can be added via automatic scheduling, your grid view or from your Shift Schedule. In this article we will explain in more detail what these types of shifts are and why they are used.
Extra Shifts
Extra shifts are available for any staff member to take as long as they have the same skill/role assigned as the shift. Other limitations that might prevent a staff member from being able to take the shift include venues, hour limits, enforced rest and more.
If a shift is available for a staff member to take it will appear under Shifts > Available Shifts. The shift will only appear here if it matches their Skill, working hours, contract rules and there are no missing Skill requirements for staff to complete. Staff can view all the shift details and decide if they want to take it. Once they accept the shift they will immediately become responsible for the shift. It will automatically become their shift without a manager needing to approve or review anything.
When to use extra shifts?
Extra Shifts are useful for managers who want to give more responsibility to staff members. Any staff member who meets the requirements can immediately take an extra shift. This allows less of an administrative burden for management as there is no need to manually assign the shifts once they have been created.
To avoid any administrative headaches with this there are other limitations and restrictions that can apply, which mean that you can set it so that only staff from the right venues can take a shift.
Additionally, you can also add restrictions to prevent staff from taking shifts that would exceed their maximum allowance or would leave them lacking sufficient rest periods between consecutive shifts.
Unassigned Shifts
These shifts are not available for staff to take themselves and must be manually assigned to the staff member. This is done in the same way as transferring a shift between staff members via Shift Week, Shifts Grid or Shift Timeline. You can click the letter icon in Grid View to quickly assign a shift.
When to use assigned shifts?
Unassigned/Assigned Shifts are useful for managers who want a lot of control over their scheduling. These types of shift can only be assigned by managers. These are ideal for managers who want to decide exactly who is working and when.
Offered Shifts
Offered shifts sit between Extra and Unassigned shifts. What this means is that staff are notified about them and they will appear in Available Shifts, however, staff members can only offer to work and can't immediately take the shift.
Instead once staff members have offered to take the shift, a manager can view all offers from Grid view by clicking the transfer button. From the list of staff members who have offered to work, the manager can then select the staff member to assign to the shift.
Normally this is from those who have offered to work however you can also choose any staff member if none are suitable.
When to use Offered shifts?
An offered shift is helpful in the same ways as extra shifts, however it adds one more layer of administrative approval. Staff offer to work, but managers make the final decision. This allows managers to let staff who are available sign up for shifts, (rather than search themselves and check availability of staff members) but still have authority over who (of those available) is selected.
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