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How do I perform a bulk vacancy allocation?

Mass assigning shifts in one action.

This guide provides step-by-step instructions for healthcare administrators to efficiently allocate multiple vacancies at once within the Platform for Care roster system. By using bulk allocation tools, you can ensure your shifts are filled quickly by available and qualified employees, reducing manual administrative effort.

Understanding Bulk Allocation

Bulk vacancy allocation allows you to send shift requests to multiple staff members simultaneously or assign available employees to several unallocated shifts in a single workflow. This is particularly useful for managing group activities or filling gaps in accommodation rosters.

Prerequisites for Success

Before attempting bulk allocation, ensure the following elements are correctly configured:

  • Availability: Employees must have their availability set in their profile to appear as eligible for shifts.
  • Approved Services: Staff must be approved for the specific service they are being rostered to.
  • Mandatory Documents: Ensure all mandatory role-based documents (e.g., Police Checks) are valid and not expired.

Step-by-Step: Mass Assigning via Shift Request

The Shift Request tool is the primary method for mass-allocating vacancies by letting the system notify multiple eligible staff members at once.

  1. Navigate to Rosters in the main menu and select your required roster type (e.g., Individual, Group, or Accommodation).
  2. Locate an unallocated shift and click on it to open the Shift Detail overview.
  3. Click the [+] icon under the Assigned Employee header.
  4. A list of eligible employees will appear. Use the filters to refine the list by skill or distance if needed.
  5. Tick the boxes for all employees you wish to invite to the shift and click Send Request.
  6. The shift status will change to 'Requested'. Employees will be notified via email, SMS, the mobile app, or the web portal.
  7. The first employee to accept the request is automatically assigned to the shift on a "first in, first served" basis.

Step-by-Step: Bulk Publishing Shifts

Once you have assigned employees to multiple shifts, you must publish the roster in bulk to make them visible to staff and clients.

  1. While in the Roster view, click the Select Action button located above the roster grid.
  2. Choose Publish from the dropdown menu.
  3. Confirm the action in the pop-up box.
  4. Once completed, a small 'P' icon will appear on the shifts, indicating they are now live in the personal rosters of employees and clients.

Troubleshooting Allocation Issues

If an employee does not appear in your allocation list, verify the following:

  • Role Match: Does the employee have the specific role required for the shift template?
  • Leave Status: Check if the employee is currently on approved leave during the shift time.
  • Restricted Employees: Confirm the employee hasn't been restricted from working with that specific client in the client's profile.
  • Availability Report: [Missing Info: Verify if the 'Availability Log' report in Step 5.3 provides a specific reason for exclusion in the live environment]