Using Open Shifts in Roster Templates

Open shifts can be a valuable tool for creating efficient and flexible rosters, especially when you need to balance structured shifts with unassigned ones. By incorporating open shifts in your roster templates, you streamline weekly rostering and reduce time spent manually assigning shifts. This approach is particularly useful if you have a mix of permanent and flexible staff members. Open shifts allow team members to nominate for available shifts, giving you the option to review and assign the right person to each role. This method also provides flexibility if you don’t have a consistent staff lineup each week.

In this guide, we'll walk you through how to effectively use open shifts as placeholders in your roster templates. We’ll outline the benefits and show you how to combine assigned shifts with open shifts in a way that saves time and meets staffing needs.

1. Setting Up Open Shifts in Templates

In this section, we’ll explore how to set up open shifts within your roster templates. Adding open shifts as placeholders ensures you’re prepared for unassigned roles without needing a dedicated person for each shift. This approach saves time and allows you to assign open shifts to suitable staff when the roster is live.

1.1 Adding Regular Shifts for Permanent Staff

1.1.1 Identify full-time or permanent part-time staff with regular weekly shifts.

1.1.2 Add these shifts to your roster template, ensuring consistency for your core team.

1.1.3 Save the template with the regular shifts in place.

1.2 Including Open Shifts as Placeholders

1.2.1 Determine which shifts you need but don’t have dedicated staff for each week.

1.2.2 Add these shifts as open shifts in your roster template.

1.2.3 Save the template to use when building weekly rosters.

2. Using Templates with Open Shifts for Weekly Rosters

Once you have your template with open shifts ready, it’s time to build and publish your weekly roster. This section will guide you through using the template, assigning open shifts as needed, and managing staff nominations for unassigned shifts.

2.1 Reallocating Open Shifts Before Publishing

2.1.1 Upload the roster template to begin building the weekly roster.

2.1.2 Review open shifts and assign them to available staff before publishing, if possible.

2.1.3 Save and prepare the roster for final review.

2.2 Publishing Open Shifts for Staff Nominations

2.2.1 If you choose not to pre-assign open shifts, publish the roster with the open shifts included.

2.2.2 Notify team members about the open shifts, allowing them to nominate for shifts they’re qualified for.

2.2.3 Review nominations and assign shifts to the most suitable team members.

For additional guidance, please refer to these articles:

• Introduction to Shift Swaps and Open Shifts
• Creating Shift(s) on your Roster
• Creating and Reusing Roster Templates

FAQs on Using Open Shifts in Roster Templates

1. What are open shifts in RosterElf’s roster templates?
Open shifts in RosterElf are unassigned shifts within roster templates, allowing flexibility for roles that don’t have dedicated staff each week. They enable team members to nominate for available shifts, providing you the option to assign shifts based on the best fit.

2. How do I add open shifts to a roster template?
To add open shifts, first identify the shifts that don’t have dedicated staff. In your roster template, add these shifts as open shifts and save the template. This streamlines your roster setup and lets you fill shifts as needed each week.

3. Can I mix open shifts with regular shifts in a roster template?
Yes, you can combine regular shifts for permanent staff with open shifts in a single template. This approach ensures core roles are filled while providing flexibility for unassigned shifts.

4. How are open shifts assigned after publishing the roster?
Once the roster is published, team members can nominate for open shifts. Review the nominations, then assign shifts to the most suitable staff members based on qualifications or availability.

5. What are the benefits of using open shifts in roster templates?
Open shifts in roster templates save time, reduce manual shift assignments, and provide flexibility for staffing needs. They’re especially beneficial for businesses with both permanent and flexible staff, allowing you to accommodate a variable workforce.