Open Shifts and Replacements

The Open Shifts tool allows you to offer available work shifts to qualified employees. It is the perfect solution for managing last-minute staffing needs or planning replacements.

Initial Setup

Before you begin, ensure the option is enabled in your profile:

1. Click on your Name (top right) to open your Preferences.
   
2. Go to the Others tab,
3. Check the box: Display Shifts to Fill.
   

Understanding Request Types

1. Open Shift: A new shift created to meet a staffing need. It is offered to all employees with the required position.
   
2. Missing Shift: A shift that was already assigned to an employee who can no longer work. You then send a replacement request.
   

Visibility: The open shift will remain active in the system until 24 hours after the scheduled shift date. After this time, it will be automatically hidden.

---

How to Create and Send a Request

Option 1: Via Schedule by Position (Quick Method)

1. Go to the Schedule by Position view.
   
2. Find the last row labeled Open Shifts.
   
3. Enter the shift details directly on this row for the desired date.
4. Click Save.
   

The system will automatically notify all employees holding that position.
Employees who applies for the shift will be found in the Messages section of their app.
If you have approved multiple applicants for the same shift, the system records for the most recent employee only.

Option 2: Via an Existing Shift (Missing Shift)

Use this option if a scheduled employee is suddenly unavailable.

1. Open the specific work shift of the absent employee.
   
2. Click the Missing Shift button (bottom right).
   
3. The details are pre-filled. Select the recipients (potential replacements).
   
4. Click Save and Send.
   

The system will automatically notify all employees holding that position.

Replacements will be found in the Messages section.

If you have approved multiple applicants for the same shift, the system records for the most recent employee only.

Option 3: Via the Message Center

1. Click the Messages icon (top right).
   
2. Click the Open Shift button (bottom right).
   
3. Fill in the shift details and select your recipients.
   
4. Add a Note (e.g., Send date for your personal tracking).
   
5. Click Save and Send.
   

The system will automatically notify all employees holding that position.

They will only have to follow the following steps to volunteer: Shift to fill for an employee.
You will find the candidates for the position in the Messages section.

If you accidentally approve multiple applicants for the same shift, the system will only record the assignment for the most recently approved employee.

---

Approving a Candidate

When an employee volunteers via their mobile app or the web portal, you must validate the assignment:

1. Go to the Messages > Open Shifts tab.
   
2. View the list of applicants for each shift.
   
3. Click Approve for the employee of your choice.
   

If you accidentally approve multiple applicants for the same shift, the system will only record the assignment for the most recently approved employee.

• Related Articles

• Work Shift: Add, modification and delete

  The work shift is the basic unit of any schedule that you enter in Emprez. Create a shift When you are in one of the options for creating schedules (Schedules by position, Schedules & plans, Schedule by employee) you can create shift manually by ...

• Types of shifts

  When creating a shift, you must specify which type of shift from the following options: Work: the employee's normal shift. Holiday: the number of hours will be calculated automatically according to the hours worked by the employee entered in Emprez. ...

• Predetermined shift: Activation, use and configuration

  The creation of predefined shifts is a tool for creating appointed schedules for a specific position. Using them will save you time when creating your schedules. CAUTION: If you modify a predetermined shift in the Predetermined Shifts Manager and ...

• Why not enter a position in "Profile Parameters" and "Predetermined shifts"

  Previously, when creating a Profile Parameters or a Predetermined Shift, the choice of position was mandatory, we made this field non-mandatory to give you more flexibility! Profile parameter You can now create a Profile Parameter without assigning ...

• Automation of your schedules

  Emprez makes it easy for you to create your schedules by offering you automation solutions that will save you time and allow you to remember nothing from one period to another. Below is an overview of the schedule automation functions. Predetermined ...