This guide covers the following topics:
There are 2 modes for open worktimes:
the classic
the approval mode
To discover the difference, please read this manual.
What is an open worktime?
An open worktime is a tool to allow your personnel to choose whether to work a time/shift that needs covering.
For an open worktime:
You enter when you need somebody and in what area you need them to work.
You send this information to everyone who is available and is qualified to work in this area.
You can also indicate whether the open worktime is urgent and this will then also be sent to people who have not indicated that they have availability.
The open worktime should never be sent to people who are already planned in for all or part of the chosen time.
The first member of staff to accept this worktime is automatically allocated in the plan.
Note: this can be adapted. If you want admins to still have to approve the open worktime allocation before it is filled then, just send a message to support.
How do you create an open worktime?
There are two ways to create an open worktime.
Directly in the week/day planning view
Via the sidebar.
The open worktime function is only visible if you have selected this in the view settings
Via the planning
Click on the plus in the correct work area on the correct day.
The following slide-in opens:
The date and the work area are automatically filled in with your selections but you can still edit these manually.
If you work with user groups, you can also select the appropriate user group.
Enter the number of employees you need for the time slot.
Input a start and end time.
If required, you can also add a break.
Click “Create”.
TIP
Use the "amount" option to schedule the number of people. This way you don't have to create the same work time multiple times.
The follow slide-in opens.
Click on the boxes next to the names to select the employees you want to send the offer to via email or text message.
FYI : You can search by name in this overview.Click “Send invites” to send the open worktime information.
You will see another overview with all the details.
Status unanswered: the employee has not yet viewed the worktime invite.
Status approved: the employee wants to accept this open worktime.
Status rejected: the employee cannot work at that time.
Below, you can see a rejected open worktime.
You can see the details again if you click “Go to details”.
This allows you to invite more employees or send reminders.
Via the side bar
Click on the first icon in the sidebar.
The same screen should appear as described above
How do you identify an open worktime?
An open worktime always appears on the planning in the field with the yellow background, in the “Open worktime” row.
Open worktime colour coding:
Grey: not yet sent
Blue: sent but not yet accepted by anyone
Dark green: approved open worktime
Sent open worktime and unsent open worktime.
Approved open worktime.
An approved open worktime has an extra line of yellow.
Hereby an example. Thursday is an approved open worktime, Friday is a regular approved worktime.
