All about the configuration of the Shift Scheduler ⬇️
Shift Scheduler is a powerful tool designed to streamline the scheduling process for recruitment and staffing agencies. Here’s a comprehensive guide to getting started and making the most out of the Shift Scheduler:
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⭕ Initial Setup
First, you need to enable Shift Scheduler, check it out below to learn how to do it 👇
Go to Settings > Marketplace > Vincere Shift Scheduler > Click on Setup and enable it > Choose the users who can access the scheduler > Click on Save.
⭕ How to Access Shift Scheduler Settings
To access Shift Scheduler, there are 2 ways - please follow the steps below:
From the Job Table View > Look for the calendar icon in the job table view.
From the Main Menu > Access the scheduler directly from the main menu.
⭕ Creating a Job with Shifts
How to create/ add a job with Shifts?
From the Quick Add > click Add New Job
Select Job Type as Contract, which will open the Shift Scheduler window.
3. Enter Job Details:
Start Date and End Date | Add the start and end date of this shift for this job |
| Select a Shift Template if available (Shift templates are created by the Admin users. More info here) |
Recurring Type | Choose the shift pattern as None, Weekly, Annual or Pattern |
Shift Name | Select a Shift Name |
Time | Set the start and end time of the shift |
Repeats On | Choose the days that the shift will be applied to |
Notes | Any notes about the job's shift |
📝 For Pattern recurring type, you can choose either:
Hours setting
Pattern length (max 8 weeks)
For example: You might have a Job in nursing where a worker has two weeks on, and two weeks off, with different shift start times on weekends. You can set the Shift Pattern for this Job once and get to rapidly making Placements.
This pattern will repeat for the length of the job, based on your start and end dates.
👉 Once the job is saved, it will be added to the Shift Scheduler.
⭕ Set the auto-booking for new shifts.
This feature gives admin users greater control over auto-booking for new shifts.
👉 You can set a default mode for how candidates are booked for newly created shifts, streamlining the booking process and ensuring consistency.
Simply navigate to Settings > Shift Scheduler Settings > Click on Edit Candidate Booking Settings > Once done with the Settings, click on Save.
In the Candidate Booking Settings, you will be offered two modes for booking candidates:
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.
📌 Important Note:
By default, all existing and new customers will be set to Autobook. If the settings are changed by an admin user, the new option will apply only to newly created shifts after this change was made and won't retrospectively update pre-existing shifts.
Benefits and use cases 👇
The default auto-booking setting provides greater flexibility and convenience for your processes when candidates accept shifts.
Whether you need candidates to be booked automatically or prefer a manual confirmation process, these settings allow you to tailor the shift booking workflow to better suit your unique operational needs.
⭕ Assigning a Worker to the Shift
How to assign a worker?
In the Shift Scheduler table, choose the shift.
You can either Edit the Shift or Assign a Worker
For recurring shifts, choose if the worker will be assigned to:
There are different options on how to search for a worker.
Search the candidate’s name in the quick search bar
Auto-match function
Saved search
Talent pools
Find candidates (this will take you to the Advanced Search)
When you’ve searched for a Candidate, you can Pre-book or Book them to a Job shift.
When selecting a candidate, you can take the following actions:
Request doc check | Request for the onboarding document from a candidate. This is using Template 13.6 |
Send email invitation | Sends a shift schedule invitation to a candidate. The candidate can accept or decline the shift on the email. This is using Template 19.3 |
Send document |
|
Book candidate | You can book the candidate individually or in bulk for the job’s shift |
Remove from pre-booked |
|
Mark as declined |
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If you choose Book Candidate, you will be able to add all mandatory Placement details here and complete the process without leaving the Scheduler.
😉 You can also add Pay & Bill details from here. If you’re using Vincere Pay & Bill, the Placement will be automatically sent to TimeTemp.
After completing the shift, booking you can decide if you want to send the booking confirmation or not.
The candidate is now added to the Booked section. You can still take the following actions.
By following these steps, you can effectively manage and streamline your shift scheduling process, ensuring smooth operations and efficient staffing.
Happy Recruitment #TheVinnyWay🤩