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Open Shift - Preset Default Shift Plans Information to be Scheduled
Open Shift - Preset Default Shift Plans Information to be Scheduled

Draft future shift plans and the required number of employees, allowing other managers to schedule specific shift according to the plan.

Workstem CS avatar
Written by Workstem CS
Updated over a month ago

1. Introduction to the Open Shift Functionality

Open Shift is a feature added in conjunction with Project/Job Pro, functioning similarly to another type of "Shift Template." So we recommend understanding and setting up Project/Job Pro before using Open Shift.

In Open Shift, you can preset shifts that need to be scheduled in the future. In addition to setting basic shift information, you can also specify the number of employees required for different Open Shifts, and the system will automatically update the number of employees scheduled based on the shift information.

Open Shift will help optimize the shift scheduling process. Once a senior manager drafts a Open Shift, subordinate managers can schedule shifts for employees based on the established plan.

Open Shift management and editing are only allowed for users with Admin and HR permissions; other users with Schedule functionality permissions can only view the information and are not permitted to manage or edit it.


2. How to Manage Open Shifts

Click on “Schedule → Open Shift” to enter the Open Shift management page.

(1) You can add new Open Shifts through [New] or [Import].

When adding a new Open Shift, after selecting a project/job, the "Category" and "Hourly Rate" information will be automatically filled in. You are allowed to set a specific hourly rate for the Open Shift, which will be subject to the Max/Min Hourly Rate limits of the project/jobs.

Additionally, you can set the required “No. of Staff” for the current shift. When scheduling employees using the Open Shift, it will be limited by No. of Staff.

Click [Edit] or use the [Import] option to update and modify existing Open Shift plans.

(2) You are allowed to delete multiple Open Shifts in bulk.

Open Shifts that have already been assigned to employees cannot be deleted.

(3) You can click [Export] to generate a report document of the currently listed Open Shifts.

Note: If the payroll calculation has been submitted, the attendance data for that period will also be locked, and the Open Shifts within that attendance period will be locked as well, preventing any further edits. The status will be updated to "PAY." The shifts corresponding to these Open Shifts will also not be allowed to be modified.


3. How to Use Open Shifts to Schedule Employees

Click on “Schedule → Schedule” to enter the Schedule page. Then click on [Open Shift] at the top to enter the Open Shift scheduling mode.

In the [Open Shift] page, only shifts arranged using Open Shift will be displayed. However, in the [Details] page, all shifts will be shown, but the shifts scheduled using Open Shift cannot be edited.

In this mode, adding a shift will be divided into two steps:

Step One: View the Open Shift information for the day and select the appropriate Open Shift for the employees.

In the first step, the top section will display the date, the number of Open Shifts for the day, and the total number of employees for all Open Shifts.

In the middle, you can select the Open Shifts that need to be scheduled. Open Shifts that have reached their planned employee capacity cannot be selected.

The bottom section will show the details of all Open Shifts for the day, with the right side displaying “Scheduled Staff No. / No. of Staff.” You can click on “Show All Items” to set whether to display both the unfilled employee count and the filled employee count for the Open Shifts.

Step Two: View the detailed information of the selected Open Shift.

After selecting the Open Shift in the first step, the second step will automatically populate the detailed information for that Open Shift. Since the information has already been established in the Open Shift, other items will not be editable except for the “Shift Status.”

If the Open Shift information is changed, the corresponding shifts will also synchronize to update their details.

After clicking save, the “Scheduled Staff No.” for this Open Shift will automatically update.

If an employee's shift is not scheduled using the Open Shift, but the following seven information items—“Date,” “Start Time,” “End Time,” “Location,” “Project/Job,” “Hourly Rate,” and “Cost Center”—are identical to those of a specific Open Shift, it will still be counted towards the “Scheduled Staff No.” for that Open Shift.

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