The Shift Scheduler helps you plan, manage, and track shifts for temporary and contract roles. Once enabled, you can schedule workers directly in Vincere and allow candidates to view and interact with their schedules via the TimeTemp app.
ā Important: Shift Scheduler availability depends on your subscription plan. If you do not see Shift Scheduler in Settings or Marketplace, contact Vincere support to confirm your plan includes this feature and request activation.
Set Up the Shift Scheduler
Go to Settings, then click Marketplace.
Find Vincere Shift Scheduler, then click Set Up.
Turn on the Shift Scheduler option, then select the users who can access the scheduler.
Click Save, then confirm the Shift Scheduler option is available to the selected users.
š Note: If the Shift Scheduler option is still not visible after enabling it, double-check that your subscription plan includes Shift Scheduler, then contact Vincere support for further assistance.
Access the Shift Scheduler
You can open the scheduler from the job table or from the main menu.
From the Job Table View
Go to the Jobs table view, then locate the job you want to schedule.
Look for the calendar icon next to the job, then click it to open the Shift Scheduler for that job.
From the Main Menu
Open the main navigation bar, then click the More options menu (three dots).
Select Shift Scheduler, then choose the job or view you want to manage.
Create Jobs with Shifts
You can create new jobs that automatically include shifts configured for the Shift Scheduler.
Click Quick Add, then select Add New Job.
Set Job Type to Contract, then wait for the Shift Scheduler window to open.
Enter the job shift dates, then add the Start Date and End Date for the shifts.
Select a Shift Template if one is available, then confirm the template details match the job requirements.
Choose a Recurring Type (None, Weekly, Annual, or Pattern), then confirm it reflects how the shifts repeat.
Enter a Shift Name, then make sure it clearly describes the shift for consultants and candidates.
Set the Time for the shift, then check the start and end times are correct.
Use Repeats On to choose the days the shift applies to, then review the pattern for accuracy.
Add any shift Notes, then include key information such as special requirements or instructions.
Click Save, then confirm the job appears in the Shift Scheduler.
š Note: Shift templates are created by admin users. If you need new or updated templates, speak to your administrator.
Pattern Recurring Type
When you select Pattern as the recurring type:
You can configure Hours settings, then define how the hours repeat in the pattern.
You can set a Pattern length of up to 8 weeks, then have this pattern repeat for the full job duration.
For example, you might have a nursing job where a worker has two weeks on and two weeks off, with different shift start times at weekends. You can set this pattern once and reuse it for the entire job based on the start and end dates.
Configure Auto-Booking for New Shifts
Admin users can control how candidates are booked when they accept new shifts.
Go to Settings, then click Shift Scheduler Settings.
Click Edit Candidate Booking Settings, then review the options for booking candidates.
Select Autobook or Manual Book as the default mode, then click Save.
You can choose between:
Autobook: candidates who accept shifts via email are automatically booked.
Manual Book: candidates who accept shifts are marked as accepted but are not automatically booked.
š Note: By default, all existing and new customers are set to Autobook. If an admin changes this setting, the new mode applies only to shifts created after the change and does not update existing shifts.
Assign Workers to Shifts
You can assign workers directly from the Shift Scheduler table and complete placements without leaving the scheduler.
Open the Shift Scheduler, then select the job that contains the shift you want to fill.
Click the shift in the scheduler table, then choose whether to Edit Shift or Assign Worker.
For recurring shifts, you can choose whether the worker will be assigned to:
The selected occurrence only.
All future occurrences in the series.
Find Candidates for a Shift
You can use several methods to find suitable workers for each shift.
Use the search bar to type the candidateās name, then select the candidate from the results.
Use Auto-match to search based on job requirements, then review and select suitable candidates.
Open Saved Search, then use an existing search to find matching candidates.
Open Talent Pools, then choose a pool and select candidates who fit the shift.
Click Find Candidates to open Advanced Search, then apply filters and select candidates from the results.
After searching, you can Pre-book or Book candidates to the jobās shift.
Actions When Assigning Candidates
When you select a candidate for a shift, you can perform these actions:
Click Request Doc Check, then send the onboarding document request using Template 13.6.
Click Send Email Invitation, then send the shift schedule invitation using Template 19.3 so the candidate can accept or decline the shift by email.
Click Send Document, then attach any relevant documents the candidate needs for the assignment.
Click Pre-book, then hold the candidate for the shift while you finalise details.
Click Book Candidate, then choose to book candidates individually or in bulk for the jobās shifts.
Click Remove from pre-booked, then update the shift so the candidate is no longer reserved.
Click Mark as Declined when a candidate rejects the shift, then choose another candidate to fill the role.
When you click Book Candidate, you can add all mandatory placement details without leaving the scheduler:
Enter required Placement fields, then add any additional details you need to track.
Add Pay & Bill details if you use Vincere Pay & Bill, then confirm the placement so it can be sent to TimeTemp.
After completing the booking:
Decide whether to send a booking confirmation, then send it if you want the candidate to receive a confirmation email.
Confirm the candidate appears in the Booked section, then continue managing the shift from the scheduler as needed.
š Note: When Vincere Pay & Bill is enabled, placements created from the Shift Scheduler are automatically sent to TimeTemp so candidates can view and manage their schedules.
Use Shift Schedule Wildcards with Timezone Support
You can use the #ShiftSchedule# wildcard in email templates to send clear shift details to candidates in their local timezone.
Key Features:
Automatic Timezone Conversion: Shift times are shown in the candidateās local timezone, even if the original shift was created in a different one.
DST-Aware Scheduling: For regions that observe DST (like the UK or parts of the US), shift times adjust automatically. If a schedule spans a DST change, the email clearly shows the correct local time.
Transparent Timezone Labels: Each time includes a timezone abbreviation (e.g., ā9:00 AM ESTā or ā2:00 PM BSTā), so candidates know exactly when to show upāno need for manual conversion.
Why this matters:
It reduces errors and misunderstandings about start times, especially around DST changes.
It improves candidate experience by always showing familiar local times.
It saves recruiters time because there is no need to manually recalculate time differences.
To use this feature, add the #ShiftSchedule# wildcard to your email template, then let the system populate the shift information with the correct local times.
Best Practices
Review your Autobook vs Manual Book setting regularly, then choose the mode that best reflects your current workflow.
Keep shift templates up to date, then reuse them for similar jobs to speed up scheduling.
Confirm TimeTemp access for workers who need to see their schedules, then encourage them to use the app to view and respond to shift invitations.
Double-check shift dates, times, and recurrence patterns before booking candidates, then correct any issues to avoid miscommunication.
FAQs
Q1: Why canāt I see the Shift Scheduler option in my settings or Marketplace?
Answer: The Shift Scheduler option is usually hidden when it is not included in your subscription plan or has not been activated, so you should confirm your plan with Vincere support and ask them to enable the feature for your account.
Q2: What is the difference between Autobook and Manual Book for new shifts?
Answer: Autobook automatically books candidates when they accept shifts via email, while Manual Book only marks shifts as accepted so that you can review and book candidates yourself.
Q3: How does the #ShiftSchedule# wildcard handle different timezones and DST?
Answer: The
#ShiftSchedule#wildcard converts shift times into each candidateās local timezone, automatically adjusts for Daylight Saving Time changes, and displays timezone abbreviations so candidates always see accurate local start times.