Shift Bidding
Introduction
The Shift Bidding functionality introduces a dynamic approach to shift allocation. With this feature, unassigned shifts can be opened up to a group of potential candidates within the workforce. Managers start the process by designating a shift as biddable, allowing interested employees to express their interest in taking up the shift.
Tip
The first employee who accepts the biddable shift is automatically assigned to it, streamlining the allocation process.
Instructions
Create a Shift
- Log on to your Employment Hero Payroll platform.
- Navigate to Rostering.
- Locate the employee you want to create the shift for and click the shift panel corresponding to the desired day. Today's date is highlighted for clarity.
Tip
Clicking on a shift panel will open the shift editor on the right side of the screen.
- In the shift editor, you can select the following details for the shift:
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- Start time
- End time
- Shift breaks, including whether they are paid or unpaid (optional - depends on timesheet settings)
- Location
- Employee (optional)
- Shift Bidding (optional)
Tip
By selecting this checkbox, you can then proceed to choose a group of employees from the 'Employee' field. This field transforms into 'Bidding Employees,' and the list of employees is categorised into three sections:
- Recommended Employees: These employees meet all the shift's criteria and are highlighted as suitable candidates.
- Other Employees: Employees not classified as recommended candidates.
- Bidding Groups: These are pre-defined employee groups. You can create these groups to streamline the bidding process.
Example: If there's a bidding group named "Weekend Crew," only the recommended employees within that group are eligible for the shift. In some instances, you might select a bidding group that contains employees already rostered for the same period as the biddable shift. In such cases, a warning will appear and you will not be able to proceed until they are removed from the bidding group as they cannot be rostered on a shift at the same time as a biddable shift is provided.
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- Qualifications (optional, visible if set up for the business)
- Work Type (optional, visible if set up for the business)
- Classification (optional, visible if the employee's agreement allows selection of higher classification)
- Notes (optional)
- Click Save.
Tip
- You can create a shift for multiple employees by selecting more than one employee in the "employee" selector from the shift edit panel. When you save the shift, a new shift will be created for each selected employee.
- Bidding shifts are marked in the roster with a distinct label denoting their nature, and a purple circle displays the number of bidding employees associated with the shift. Bidding shifts initially show a cost of $0 since they accommodate multiple potential employees. Only when an employee accepts the shift will it gain a cost. This approach adds flexibility by allowing multiple employee assignments and offers a clear visual cue for identifying bidding shifts in the roster.
Create a Bidding Group
Creating bidding groups offers the advantage of simplifying the process of assigning employees to bidding shifts collectively. This method eliminates the need for individual employee attachment, enabling the organisation of diverse bidding groups based on specific criteria, such as weekend availability or night shifts.
- Log on to your Employment Hero Payroll platform.
- Navigate to Rostering.
- In the rostering screen, select Roster actions then Bidding Groups.
Within the context panel that is triggered, you can:
- Search for existing bidding groups.
- Delete an existing bidding group.
- Edit an existing bidding group.
- Add a new bidding group.
To create a new bidding group
- Click Add.
- This action opens the Create Bidding Group context panel, where you will need to provide information for the following fields:
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- Group Name:
- Employees: Use the dropdown list to select the employees to be included in this group. You can also begin typing an employee's name to filter the dropdown list accordingly. Note that when you add an employee to the list, their name will be shaded within the dropdown. If you wish to remove an employee, you can click on their name again in the dropdown list.
- Private: If you want to restrict visibility to only yourself, you can mark this checkbox to keep the bidding group private.
- Click Save.
Shift Bidding Cutoff Times
The business will set up a cutoff time for bidding shifts via the Rostering settings screen. After this designated time, employees will be unable to take action, whether accepting or declining, on a bidding shift.
The following outcomes will arise post-cutoff time:
- Bidding shifts will no longer be visible to employees in WorkZone.
- Bidding shifts will disappear from the employee portal.
- If an employee endeavours to engage with a bidding shift via the "go here" link in the notification email, an error message will appear, informing them that the bidding shift is no longer actionable.
- Although the bidding shifts will continue to be assigned to employees on the roster, the warning icon appears on the shift tile.
- Click on the shift to show a context panel that highlights the passed cutoff time for the bidding shift, rendering it non-actionable as a bidding shift. The manager can opt to transform the shift into an unassigned one or reassign it to a single employee.
Manager Notifications
- Log into your Employment Hero payroll platform.
- Click on your name in the top right hand corner of the screen.
- Scroll to My Notifications.
- You can then select and receive the following email notifications:
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- Notification when an employee under your supervision accepts a biddable shift.
- Notifications for all pending biddable shifts.
- Alert when a biddable shift remains unaccepted beyond the notification cutoff time. This notification is valuable to managers as it indicates the bidding shifts requiring their immediate attention. It prompts them to follow up with the respective employees and make sure there is shift coverage.
Go back to Rostering.