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Manage shift bidding on Payroll classic

Updated

Available for the following plans: Employment Plus, Employment Unlimited
Available for the following Payroll Plan: Premium
Available for the following User Access levels: Manager, Admin   

The Rostering module has a Shift Bidding feature that lets you create a shift that multiple employees can bid on. You can include start and end times, work types, classifications, and roles. You can also change these details if necessary.

To use the Shift Bidding features, you will need to have them turned on via Roster Settings. To read further information on how to access Roster Settings, refer to this article.

Helpful Hint

A useful trick to copy individual shifts quickly is to hold the Shift key on your keyboard, click an existing shift (either published or unpublished), and then drag the field to the relevant day. The platform will copy the shift as unpublished.

Important

The payroll classic platform does not cost bidding shifts and will display the shift cost as $0. This is because the platform assigns multiple employees to the shift, and only when an employee accepts the shift will the platform assign a cost to the shift.

  Interactive learning

Interactive demo: Creating a employee group

Getting started

Creating a employee group
  1. Log into your Employment Hero Payroll classic platform. 
  2. Click the Roster menu.
  3. Click the Roster Actions button.
  4. Click the Bidding Employees button. 
  5. Click the Add button. 

  6. Complete the following fields:

    • Group name
    • Employees
    • Private

    Helpful Hint

    Tick the private checkbox if you want to keep the bidding employees private so only you can view and use it.

  7. Click the Save button.
    Bidding_3.jpg 
Creating a bidding shift
  1. Log into your Employment Hero Payroll classic platform. 
  2. Click the Rostering menu.
  3. Click on the shift panel that represents the day for which a bidding shift needs to be created.
    Bidding_4.jpg 
  4. In the Create Shift panel, click the Shift Bidding tick box.

  5. In the Create Shift panel complete the following fields:

    • From time
    • To time

    Helpful Hint

    Click the Add Break button to add a break in.

    • Break start
    • Break end

    Helpful Hint

    Click the Minus button to delete an added break.

    • Location
    • Qualifications

    Helpful Hint

    The Qualifications field will only appear if an admin has enabled qualifications.

    • Bidding employees

    Helpful Hint

    You can select any created Bidding Employees from within the Bidding Employee drop menu. Refer to the Glossary of Shift Availability Terms for further information on what recommended and other employees means.

    • Work type

    Helpful Hint

    The Work Type field will only appear if an admin has enabled work types.

    • Role

    Helpful Hint

    The Role field will only appear if an admin has enabled shift roles.

    • Note

  6. Click the Save button.

    Helpful Hint

    When you add multiple users in the employee’s field, this will automatically create the same shift for the selected employees.

    Bidding_5.jpg 

Editing data

Editing a employee group
  1. Log into your Employment Hero Payroll classic platform. 
  2. Click the Roster menu.
  3. Click the Roster Actions button.
  4. Click the Bidding Employees button.
    Bidding_1.jpg 
  5. Click the Edit button.
    Bidding_6.jpg 
  6. Make the required changes and click the Save button.
    Bidding_7.jpg 
Editing a bidding shift

Important

You can only edit a bidding shift that has the status of unpublished.

  1. Log into your Employment Hero Payroll classic platform. 
  2. Click the Rostering menu button.

  3. Click on the bidding shift that needs to be edited.

    Helpful Hint

    The purple icon shows a bidding shift, and the number within the purple circle shows the number of assigned bidding employees.

    Bidding_8.jpg 

  4. Make the required changes and click the Save button.
    Bidding_9.jpg 

Deleting data

Deleting a employee group
  1. Log into your Employment Hero Payroll classic platform. 
  2. Click the Roster menu.
  3. Click the Roster Actions button.
  4. Click the Bidding Employees button.
    Bidding_1.jpg 
  5. Click the Delete button.
    Bidding_12.jpg 
  6. Click the Delete button.
    Bidding_13.jpg 
Deleting a bidding shift
  1. Log into your Employment Hero Payroll classic platform. 
  2. Click the Rostering menu button.
  3. Click on the bidding shift that needs to be deleted.
    Bidding_8.jpg 
  4. Click the Delete this Shift button.
    Bidding_10.jpg 
  5. Click the Delete button.
    Bidding_11.jpg 

Further Information

Glossary of shift availability terms
Function Definition Logic
Recommended Employees The platform defines an employee as "Recommended" if they fulfil all the criteria for that shift.

The criteria for an employee-recommended shift are that the employees are:

  • available for the shift on the selected day
  • in the correct shift location
Other Employees The platform defines an employee as "Other" if they only partially meet the criteria for that shift.

The criteria for this shift are that the employees are:

  • available for the shift on the selected day
  • outside the required shift location
Bidding Employees This is a pre-defined group of employees. With Bidding Employees, only employees with the "Recommended" status in the group will be highlighted and can be assigned to a shift.
Bidding shifts and cutoff times

Via the Rostering settings feature, you can configure a cutoff time that stops employees from being able to action (either accept or decline) a bidding shift. At this post-cutoff time period, employees will no longer see the bidding shift in the Employment Hero Work app, and the following outcomes will apply:

  • Employees will no longer see the bidding shift in their employee platform.
  • If an employee attempts to action a bidding shift via the go-here link in the notification email, an error will appear on the screen advising the employee they can no longer action the bidding shift.
  • While the bidding shifts will still be assigned against the employees in the roster, the warning icon will appear on the shift tile. When clicking on the shift, the context panel will highlight that the bidding shift cutoff time has passed and it can therefore no longer be treated as a bidding shift. At this time, the manager can convert the shift to an unassigned shift or reallocate it to just one employee.
Manager notifications for shift bidding

From the My Notifications screen, you can choose to receive the following email notifications when:

  • An employee you supervise accepts a biddable shift
  • All biddable shifts are pending

  • A biddable shift has not been accepted by the notification cutoff time.

    Helpful Hint

    The ability to receive a notification when a biddable shift has not been accepted by the notification cutoff time helps highlight to the manager what bidding shifts are time-sensitive and need to be prioritised accordingly. It therefore equips them to promptly communicate with their employees to ensure urgent shifts will be staffed.

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