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Implementing a shift bidding system offers an effective solution for addressing shifts with high employee interest and filling gaps in the schedule. Rather than relying on a first-come-first-served approach, employees bid for their preferred shift patterns based on seniority. The system ensures fairness by granting priority to employees with longer tenure. Open shifts are established, and employees place bids to indicate their interest and willingness to work. As the manager, you review the bids and make informed decisions for shift assignments, ensuring qualified individuals are selected. This approach guarantees equitable distribution of popular shifts among the team, promoting fairness, productivity, and employee satisfaction. By preparing and configuring the system effectively, you can streamline the shift bidding process and create a balanced schedule for your workforce.
To enable the Shift Bidding functionality for your department, kindly reach out to us at [email protected]. We will be pleased to assist you in activating this feature and ensuring its seamless integration into your operations.
Components of the Shift Bidding Process
The Shift Bidding process in Pace Scheduler comprises the following components:
1. Template Schedules: Administrators create one or more template schedules that define the available slots for employees to place their bids.
2. Shift Bidding Periods: Administrators establish one or more shift bidding periods, specifying the timeframe during which employees can select their desired shifts. This includes indicating the calendar period for which the bidding applies (e.g., choosing shifts between 11/1/2020-12/1/2020 for the 2021 calendar period).
3. Employee Shift Selection: Employees participate by choosing their preferred shifts within the designated bidding period.
4. Shift Bid Review: Administrators carefully review the shift bids submitted by employees and make any necessary adjustments or considerations.
5. Finalization: Administrators conclude the shift bidding process by clicking the "Finalize" button, which applies the selected choices to the live schedule.
Please refer to the detailed descriptions below for further information on each of these components.
Creating the Shift Bidding Template and Schedule
To initiate the creation of a new template in Shift Bidding, navigate to the Shift Bidding Templates section in the sidebar and click on the "+ Add Template" button. This will lead you to a subsequent page where you can provide a unique Template Name and carefully select the desired Groups to be included in the Shift Bidding process. Once you have entered all the necessary information, click the "Create" button to save the changes made. You will then be redirected back to the original page, as illustrated in the accompanying image. To proceed further, select the "View Shift Bidding Template" option.
During the template creation process, you have the flexibility to include multiple slots within each group by utilizing the gear icon. These slots can be personalized and named according to your specific preferences and requirements. Additionally, when adding rows to the template, you can assign shifts (on/off patterns) to each individual by selecting the "Add a Permanent Shift" option. This functionality aligns seamlessly with your existing familiarity with the rest of the system.
Consider the template as a metaphorical sheet of paper that your staff will utilize to indicate their preferences. For instance, in a Patrol bid scenario where Sergeants and Officers have the opportunity to select appropriate slots for Days, Afternoons, and Nights, the template should encompass three distinct groups (Days, Afternoons, Nights) along with designated slots for both Sergeants and Officers. Ensure that the naming of the Sergeant and Officer slots is intuitive, enabling employees to easily identify the slots they should sign up for.
Creating the Shift Bidding Periods
To facilitate employee participation in the shift bidding process, the establishment of Shift Bidding Periods is essential. It is advisable to create distinct Shift Bidding Periods for different employee groups, such as Patrol Shift and Dispatch Shift, in order to maintain efficient management. To initiate the creation of a Shift Bidding Period, navigate to the "Shift Bidding Periods" section available in the admin sidebar. Click on the "Add Shift Bidding Period" button to create a new Shift Bidding Period.
When configuring a Shift Bid, it is essential to specify the "Start Time" and "End Time" to establish the timeframe during which users can select shifts. To determine when the assigned shifts will take effect, define the "Period Start Date" and "Period End Date" as the future dates. For instance, if the shift bid encompasses the months of July through December in the calendar year 2023, and the sign-up period is scheduled from 06/01/2023 to 06/30/2023, set the "Start Time" as 06/01/2023 and the "End Time" as 06/30/2023. Align the "Period Start Date" and "Period End Date" accordingly with the calendar months covered by the shifts, in this case, July through the end of the year.
Understanding Basic Shift Bidding
Schedule Template: The schedule template serves as a platform for employees to express their preferences and is typically set as the default template. If this option is unavailable, please refer to the section on Creating Template Schedules above.
User baton pass behavior: Choose between "Pass baton to Next User" or "Do Not Pass Baton to Next User." The first option automatically transfers the baton to the next user after their selection, while the second option allows manual baton passing by an admin/supervisor.
Notification preferences: Customize notification settings for users, including notifications before their bid, when it's their turn, and admins for new turns. Specify the message sent to users when it is their turn.
Finalize Selection on baton pass: If selected, user selections are immediately finalized and reflected on the schedule when they click "I'm Done Selecting," eliminating the need for admin approval.
Period Status: Choose from Open, Closed, or Paused. Open enables the bidding process (indicated by a green button), Closed signifies the end of the bidding period, and Paused allows user access with the baton remaining with the current user. This setting only appears after you have created the Shift Bidding Period and are on the edit page.
Understanding Advanced Shift Bidding
These advanced settings provide enhanced flexibility in the setup of Shift Bidding Periods. They allow you to configure various aspects such as minimum staffing rules, baton pass behavior, time off selections on shift bids, and more, enabling you to tailor the shift bidding process according to your specific requirements.
Baton Pass time: By default and as the recommended option, the Baton Pass time is set to Simple Baton Pass, where users are given 0 hours for their selection before passing the baton to the next person. Alternatively, you can choose the Manually Set Baton Pass Time option, although it will be removed in a later build. In this case, you need to specify the start time for each individual employee to initiate their turn.
Allow time off selections on Shift Bid: Enabling this option provides the flexibility to allow time off, including PTO (Paid Time Off), on Regular Days Off (RDO) as part of the shift bidding process. Bidders can choose RDO instead of only selecting their working days. Additionally, you can set a maximum number of choices per day based on Minimum Staffing requirements or a specified range of 1 - 100. Custom Limits can also be defined.
Max time off bank hours: If configured, the system restricts users from requesting more hours than the specified limit, even if they have a higher balance in their time bank.
Period: This feature enables the creation of distinct periods within a single comprehensive bid. Each period is presented as a separate tab within the actual bid interface, while still allowing the utilization of the same Shift Bidding Period settings across all periods. This organization facilitates efficient management and consistent application of settings throughout the defined bid periods.
Adding User to the Shift Bidding Period
After configuring your Shift Bidding period and ensuring the correct settings are in place, it is necessary to add users to enable them to commence the bidding process. To accomplish this, navigate to the initial setup page and click on the "Edit User Start Times" option.
Subsequently, you have the option to select users either by groups or individually. Considering that you are aware of the specific groups this Shift Bidding pertains to, it is recommended to utilize the group option. The system will automatically add the individuals in accordance with their seniority order. In the event of any discrepancies, you can rectify them by dragging and dropping individuals or by left-clicking on the "Seniority" column located at the top left corner.
Employee Shift Selection
Once it is the designated time for employees to make their shift selections, they will receive an automated text message notification from the system to prompt their participation. Each employee will then proceed to log in to the system and access the "Shift Bidding" button located in the upper right corner.
To make their shift choice, the employee will right-click on the desired shift select "Choose this shift" and subsequently click the "Done" button when finished. This action will effectively pass the Shift Bidding responsibility to the next person in line, ensuring a seamless progression of the bidding process.
Reviewing the Shift Bid as Admin
Throughout the Shift Bidding process, whether it is ongoing or completed, administrators have the capability to assess the status of the shift bid by accessing the designated section.
During the review of this bid, administrators possess the necessary permissions to apply manual adjustments as required.
Finalizing the Shift Bid
After conducting a thorough review of the Shift Bid, as described earlier, you can proceed by clicking on the "Finalize and Assign These Shifts" button located on the same page. This action will ensure that the individuals involved are appropriately assigned to their respective groups, and the shifts specified in the Shift Bid will replace their schedules for the designated shift bidding period.
To complete the finalization process, simply click the button situated in the middle of the Shift Bidding Period page and follow the confirmation prompt accordingly.
Once the Shift Bidding process has been successfully concluded, any further updates to the schedule should be executed through the Calendar tab, following the usual procedures.
