How do I enable auto-approval for vacant shifts?
Setting the system to fill shifts without manual intervention.
Managing a high volume of vacancies can be time-consuming for healthcare administrators. By utilising the shift request functionality, you can allow the system to automatically assign the first available and qualified employee who accepts an open shift, ensuring your rosters stay filled without constant manual oversight.
How to Automate Vacancy Filling via Shift Requests
To set up a system where vacant shifts are filled automatically based on employee acceptance, follow these steps:
1. Select the Vacant Shift
- Navigate to Rosters in the main menu and select the appropriate roster type (e.g., Individual Service or Group Activity).
- Locate the unallocated shift you wish to fill. You can use the Unallocated tab to filter for these shifts quickly.
- Click on the shift to open the Shift Detail Overview.
2. Initiate the Shift Request
- Click the "+" icon located under the Assigned Employee header.
- A list will appear showing employees who are available, approved for the service, and hold the required roles and documents.
- Select multiple qualified employees you wish to notify about the vacancy.
- Click the Send Request button.
3. Automatic Assignment (Auto-Approval)
Once the request is sent, the system takes over the approval process:
- The shift status will change to Requested.
- Employees are notified via email, the mobile app, the web portal, or SMS (if configured).
- Instant Approval: The first employee to accept the shift is automatically assigned to it by the system.
Troubleshooting Vacancy Automation
If employees are not appearing in the list to receive requests, ensure the following criteria are met in their profile:
- Availability: The employee must have their work hours set in the Availability tab.
- Service Approval: The employee must be listed under the Approved Employees tab for that specific service.
- Role & Skills: The employee's assigned role and skills must match the requirements set in the shift template.
- Mandatory Documents: Ensure the employee does not have expired mandatory documents required for the role.
Next Steps
- Publish the Roster: Remember that once a shift is automatically assigned, the roster must be Published for it to appear in the employee's personal calendar.
- Monitor Acceptance: You can view which employees have received a request by reopening the shift details