Managing your roster template shift bidding via the payroll platform

The Rostering module in the payroll platform has a Template feature that lets you create a shift that multiple employees can bid on and edit details such as start and end times, work types, and roles. 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 the following 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copy individual shifts quickly is to hold the Shift key on your keyboard, click an existing shift, either published or unpublished, and then drag the field to the relevant day. The platform will copy the shift as unpublished.

Availability

Payroll Plan:   Standard   Premium

Getting started

Creating a bidding shift
  1. Click the Roster menu.
  2. Click the Roster Actions button.
  3. Click the Roster Templates button.
    Resources_1.jpg
  4. Click the Edit button.
    Resources_2.jpg
  5. Click on the shift panel that represents the day that needs a bidding shift created.
    Shift_1.jpg
  6. In the Create Shift panel, click the Shift Bidding tick box.
  7. 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 Groups 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.
  8. Click the Save button.

    Helpful Hint

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

    Important

    The Payroll 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.

    Shift_2.jpg

Editing data

Editing a bidding shift
  1. Click the Roster menu.
  2. Click the Roster Actions button.
  3. Click the Roster Templates button.
    Resources_1.jpg
  4. Click the Edit button.
    Resources_2.jpg
  5. Click on the bidding shift that needs editing.

    Helpful Hint

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

    Shifts_3.jpg
  6. Make the required changes and click the Save button.
    Shifts_4.jpg

Deleting data

Deleting a bidding shift
  1. Click the Roster menu.
  2. Click the Roster Actions button.
  3. Click the Roster Templates button.
    Resources_1.jpg
  4. Click the Edit button.
    Resources_2.jpg
  5. Click on the bidding shift that needs deleting.
    Shifts_5.jpg
  6. Click the Delete this Shift Template button. Shifts_5.jpg
  7. Click the Delete button.
    Shifts_6.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.

Employee recommended shift criteria is:

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

Other employee criteria:

  • Available for the shift on the selected day.
  • Outside the required shift location.

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Comments

2 comments
Date Votes
  • This could be improved by allowing multiple people to accept the one shift and managers to then assign the shift to one employee to ensure fairness. The current set up allows those that are first in to accept the shifts, which then disappear from other employees in the bidding list. Unfortunately, Employment Heros suggestions that I create multiple shifts for the one shift that needs covering, that can each be accepted by one person and then deleting the shifts from the employees that I do not want to accept the shifts is not at all an adequate solution for any size business. Would love to know when this will be upgraded to a more user-friendly and fairer model. I have requested this and been advised that there is a feature request in place, but I am not sure if the feature requests are ever followed through on. 

    0
  • Hello Tahlia Inwood, thank you for your feedback. I can definitely see how this may be impactful to your organisation's ways of working. Whilst this is not current functionality, this is definitely something that is on our radar for the future. I have let the team know it is something your organisation would love to see introduced.

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