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How do I send vacancies based on worker preferences?

Step-by-step instructions to use the "Preference" filter for shift matching.

Ensuring shifts are filled by the right staff involves balancing client needs with employee availability and choice. Platform for Care allows you to streamline this process by sending shift requests to multiple eligible employees simultaneously. This article explains how to use roster filters to find and notify staff based on their specific preferences and suitability for a vacancy.

Sending Vacancies via Shift Request

To notify multiple employees of an open shift, you use the Shift Request feature within the Live Roster. This is the most efficient way to fill vacancies based on worker suitability.

  1. Navigate to Rosters in the main menu and select the appropriate roster type (e.g., Individual Service or Group Activity).
  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. In the Manage Employees & Clients pop-up, use the available filters at the top to narrow down your search.
  5. Select all the employees you wish to notify of the vacancy by ticking the box next to their names.
  6. Click Send Request.

Note: The shift status will change from "Unallocated" to "Requested". Employees are notified via email, SMS (if configured), the mobile app, or their web portal dashboard.

How Workers Accept Vacancies

Shift requests operate on a "first in, first served" basis. Once an employee accepts the request through their preferred channel, they are automatically assigned to the shift in the roster.

  • Employee Acceptance: The first worker to accept the vacancy through the app or portal is assigned.
  • Automatic Updates: Once filled, the shift details are updated for both the client and the assigned employee.
  • Publishing: Ensure you publish the updated roster so the final assignment is visible to all participants.

Troubleshooting Vacancy Matching

If an employee you expect to see is not appearing in the selection list, consider the following:

  • Availability: Check the Availability or Unavailability tabs in the Employee Profile.
  • Mandatory Documents: Ensure they have valid, non-expired documents required for the role.
  • Service Approval: Verify if they are on the Approved Employees list for that specific service.
  • Availability Log: You can download an Availability Report from the shift detail screen to see exactly why specific staff are being filtered out.