Go to Shift Manager > Calendar
Creating an Open Requirement is the same process as creating a new shift.
The difference being that you the shift will instead appear in the ‘Open Requirements’ panel and will then need to be assigned to available Candidates.
There are three ways to add an Open Requirement:
- Click the ‘Add Shift’ button on the top right hand side of the screen
- Click on the ‘Add Shift’ button in the top left corner of the Open Requirements panel
- Click on the ‘Add’ link in the Open Requirements panel on the day you would like to add the Open Requirement
If it’s the first time you’re adding an Open Requirement, you will be shown straight to the page where you can create a new shift from scratch.
If there are already shifts in the system, you will instead then be asked if you’d like to use an existing shift as a template, or if you’d like to create a new shift from scratch.
Creating a shift from a template can save time but if you’d like to create an Open Requirement from scratch, click the ‘Create New Shift’ button on the grey panel on the right side of the popup.
How To Create An Open Requirement From Scratch
1.Add The Open Requirement Details
Start on the grey panel on the left and type the name of the ‘Client’ into the ‘Client’ input field.
As you type, a dropdown menu will appear showing all the Clients in the system that closely match what you are typing.
Select the ‘Client’ and you’ll notice the ‘Location’ input will turn white. You will now be able to select the ‘Client Location’ from the ‘Location’ dropdown menu.
Next select the ‘Role’ and ‘Shift Type’. If there are no ‘Roles’ or ‘Shift Types’ listed, you will need to create them before you can create an Open Requirement. See ‘Recruitment: How To Create A Role & Shift Type For Shift Manager’
Next you’ll need to add ‘How Many Staff ‘(Candidates) you’ll need for this Open Requirement. If you are just creating one shift for one Candidate, just add ‘1’ into the ‘How Many Staff ‘ input field.
You then need to add the ‘Start Date/Time’ and ‘Finish Date/Time’ of the Open Requirement and then add if any ‘Breaks’ are included.
2.Decided If The Open Requirement Recurs (Optional)
You then have the option to add the Open Requirement as a ‘Recurring Shift’. This will copy the Open Requirement to your selected days in the Open Requirements Panel.
Toggle the switch on the ‘Add As A Recurring Shift?’ panel if you’d like to use this feature.
Select which days of the week you’d like the Open Requirement to recur and then select from the dropdown for how many weeks.
3.Add Any Notes (Optional)
If you look on the right hand side of the main screen, you will see you also have the option to add ‘Public Notes’ and/or ‘Private Notes’.
Public Notes will be sent with the shift details to the Candidate when the shift is booked. Private Notes are for internal use only and won’t be visible to Clients or Candidates.
4.Assign Your Candidates (Optional)
Once you’ve added the number of staff required in the ‘How Many Staff’ input field, you’ll notice that this number will appear next to ‘Candidate(s)’ on the right hand side of the main screen, along with this amount of grey ‘Assign Candidate’ blocks.
You have the option here of assigning Candidates to the Open Requirement you’re creating which will then automatically add it as an ‘Unpublished Shift’ for those Candidates rather than adding it to the Open Requirements panel.
Top Tip: Save time by assigning your Candidates here to automatically add the Open Requirement as an ‘Unpublished Shift’ instead.
To assign Candidates, click on any of the ‘Assign Candidate’ blocks.
Select or search for the Candidates you require and then drag and drop them over to the ‘Assigned Candidates’ grey panel.
Click the ‘Assign Candidates’ button when finished and the chosen Candidates will now be added to the grey blocks on the main screen.
Please Note: You’ll only to able to select the number of Candidates you entered into the ‘How Many Staff’ input box, if you’d like to add more Candidates, increase this number first.
5.Create Your Open Requirement
Click the ‘Create Shift’ button when done.
If you chose to assign Candidates, the Open Requirement will have already been added to the Candidates as an ‘Unpublished Shift’. You can then select these and ‘Publish’ them when ready.
If you didn’t assign any Candidates, the Open Requirement will have be added to the Open Requirements panel on your chosen days.
