How do I send vacancies based on worker skillsets?

This article provides step-by-step instructions for administrators on how to identify and assign employees to shift vacancies based on their specific skillsets and mandatory qualifications. Following these steps ensures your organisation maintains compliance and that clients receive specialised care from qualified staff. 

Setting up Skill Requirements

Before you can match workers to vacancies, roles must be configured with the necessary skills and documentation requirements. 

1. Navigate to Admin in the main menu and select Employee Roles. 
2. Click Add New Role or edit an existing one. 
3. Select the required Skills and determine if specific Documents (e.g., WWCC, First Aid) are mandatory or optional for this role. 
4. Press Save. 

Filtering Workers for Shift Vacancies

When a shift is unallocated, the system allows you to filter for the most qualified employees. 

1. Go to Rosters and select the relevant service roster. 
2. Click on an unallocated shift to open the shift detail overview. 
3. Under the Assigned Employee section, click the "+" icon. 
4. The system will display a list of employees who are available, approved for the service, and hold the correct role. 
5. Use the search and filter boxes at the top of the pop-up to narrow results by specific skills (e.g., PEG feeding or Catheter Care). 
6. Tick the box next to the qualified employee and click Assign Employee. 

Note: If an employee has expired mandatory documents for a role, the system will prevent them from being assigned to the shift to maintain compliance. 

Sending Shift Requests to Multiple Qualified Workers

If you need to fill a vacancy quickly, you can send requests to all employees who meet the skill criteria. 

1. In the unallocated shift detail view, click "+" under Assigned Employee. 
2. Use filters to identify all employees with the required skillsets. 
3. Select multiple employees from the list. 
4. Click Send Request. 
5. The shift status will change to Requested, and employees will be notified via the mobile app, SMS, or web portal to accept the shift on a "first-come, first-served" basis. 

Troubleshooting & FAQs

Why isn't a specific worker appearing in my search?

• Availability: Ensure the employee has marked themselves as "Available" in their profile for that specific time. 
• Mandatory Documents: Check if the worker's mandatory certifications have expired. 
• Service Approval: Confirm the employee is approved for the specific service type. 

Can I assign someone who isn't usually at this site? Yes. 

You can tick the "Include employees not approved for this service" box during the assignment process to expand your search.