Open Shifts allow employees the freedom to grab shifts that are being offered. It's a helpful way for managers to fill shifts with the first employee to respond, claiming the shift. It does, however, mean the fastest employee to respond will claim the open shifts.

Many businesses and managers would like to have more structure around who gets Open Shifts. In response to this feedback, we have added the ability to require approval for Open Shifts.

If you are new to using Open Shifts, use this guide to get started.

Open Shift with approval creates the ability to:

  • Approve open shifts requested by employees.
  • Approve shifts based on employee attributes. You can select from a list of employees, based on the cost of the shift, hours worked this week or those that were earliest to request the shift.

In this guide you will learn:

  • How to create Open Shifts with approval
  • How employees can request, accept or withdraw from Open Shifts
  • How to approve and manage Open Shift requests

Create Open Shifts with Approval

Create an Open Shift

To create an Open Shift with Approval, you’ll first need to ensure you have created an Open Shift. Create an Open Shift by clicking the ‘+' or click 'Open Shifts’ and drag the shift to the appropriate slot on the schedule.

From the New Shift pop-up, ensure ‘Open Shift’ is selected from the ‘Who is working?’ dropdown. Enter the appropriate shift details and select ‘Require approval’ to allow employees to request this shift, pending approval. Click 'Save’ and be sure to publish.

Open Shifts will display ‘OPEN' in the shift and Open Shifts with approvals will display an icon next to 'OPEN’.

Pro Tip: copy the shift by selecting ‘Copy’ and dragging to the appropriate slot on the schedule.

Pro Tip: If you have notifications turned on when publishing shifts, employees will be alerted when an Open Shift appears on the schedule, allowing them to claim the shift.

Employee Request, Accept or Withdraw

Employees can request and accept open shifts via their email or mobile application.

Open Shift Requests

Open Shift Requests allows employees to express interest in an Open Shift. Managers can view who has requested to pick up the Open Shift and select to approve an employee to work the shift.

Approving and Manage Open Shift Requests

Open Shifts with approval allows managers to moderate Open Shift pick up and can also help the most qualified employees get into the right shifts

How to Request an Open Shift with Approval via iPhone app

Once the Deputy IOS app is open. Navigate to the ‘Me’ tab and select ‘Available Shifts’.

Available shifts will show any open shifts you can claim. Select an Open Shift you would like to claim.

Once you have navigated to an Open Shift you would like to claim and confirmed the details. Select ‘Request shift’ on the bottom of the screen.

You can easily withdraw your request to work the open shift, by selecting ‘Withdraw request’ on the bottom of the screen. Once a manager approves the request, the shift will appear in your upcoming shifts.

How to Request an Open Shift with Approval via Android app

Once the Deputy Android app is open. Navigate to the ‘Me’ tab and select ‘My Available Shifts’.

Available shifts will show any open shifts you can claim. Select an Open Shift you would like to claim. Once you have navigated to an open shift you would like to claim and confirmed the details. Select ‘Request shift’ on the bottom of the screen.

You can easily withdraw your request to work the open shift, by selecting ‘Withdraw Request’ on the bottom of the screen. Once a manager approves the request, the shift will appear in your upcoming shifts.

How to Request an Open Shift with Approval via Web

There are a couple of ways to request an Open Shift, via the Me or Schedule tab.

Me tab

Schedule tab

How to View and Approve Open Shift Requests

Open Shift Requests allows employees to express interest in an Open Shift. Managers can view who has requested to pick up the Open Shift and select to approve an employee to work the shift.

Approving and Manage Open Shift Requests

Open Shifts with approval allows managers to moderate Open Shift pick up and can also help the most qualified employees get into the right shifts

Go to the Schedule tab and select the open shift you would like to approve. Then select ‘View’.

From this screen, you will be able to see who has requested to work the Open Shift, when they requested it, the costs for each employee and the hours they have been scheduled to work. As a manager, you will be able to sort by the first employee to request the shift, in alphabetical order or by cost.

Once you have confirmed who will be working the Open Shift. It will notify employees based on the notification settings created for the shift, for information on this read about Publishing Shifts. The approved employee will be notified that they have the shift. The other employees who requested the same shift will be notified that someone else has been assigned the shift (they won’t be told who).

Example email of a shift that has been approved

Example email of a shift that has been given to another employee

Things to note

Managers won’t get notified when an employee claims or requests an Open Shift with Approval. If you would like to be notified that an Open Shift hasn’t been filled, you can setup Un-filled Open Shift extension to send a notification to managers that an Open Shift has not been filled. You can read more about this in Notifications and Extensions.

For help with Open Shifts with Approval please get in touch with our 24/7 support team.


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