Overview

Labor Sharing helps increase your shift coverage by looking at eligible and available users on other schedules you currently have set up. Labor Sharing is useful when you need to fill vacant OpenShifts, backfill dropped shifts, or find coverage for user’s planned time off

Labor sharing is accomplished by sharing OpenShifts with other schedules. You can edit current OpenShifts to enable them to be shared with eligible and available users, or you can create brand new OpenShifts that are able to be shared.

Considerations

• Shared OpenShifts can be viewed in both position view and coverage view.
• You do not need to obtain approval from the regular scheduling managers before sharing shifts with other schedules.
• By default, manager approval for OpenShift pickup is on and you will receive the notification to process the request.
• Repeating shifts and shift templates do not currently support Shared OpenShifts.

Configuration

Labor Share functionality is enabled in Scheduling Settings. Switch the toggle to enable Labor Sharing. Once you have enabled Labor Sharing you can start scheduling Shared OpenShifts which are OpenShifts that are shared across schedules.

Schedule Shared OpenShifts

You can schedule Shared OpenShifts on your computer using the When I Work web app and in both the Android and iOS mobile applications. Scheduling a Shared OpenShift is similar to scheduling a regular OpenShift with a couple extra steps.

On a Computer

1. Create a new OpenShift from the Scheduler, then enter all the relevant details for the shift.
   Note: You can also edit an existing OpenShift and make it a Shared OpenShift.
2. Check Share Shift With Other Schedules in the shift details of the OpenShift. Require pickup approval is automatically enabled but can be disabled by unchecking the box.
3. Click View Who’s Currently Eligible to select the users on other schedules you want to be able to pick up the Shared OpenShift.
4. Click Save, or Save & Publish if you’re ready to publish immediately. The Shared OpenShift has the  icon.

On the Mobile Apps

The steps are the same for both Android and iOS devices except the Android app will have a instead of the word Save to save the shift.

The image below is from the iOS application.

1. Create a new OpenShift, then enter all the relevant details for the shift.
2. Tap the toggle for Share with other schedules in the shift details of the OpenShift. Require pickup approval is automatically enabled and cannot be disabled in mobile. If you need to disable approval, this can be done in the web app.
   
3. Tap View Eligible Employees to select the users on other schedules you want to be able to pick up the Shared OpenShift.
4. Tap Save when you’re finished.

Manually Schedule a User from a Shared Schedule

In addition to scheduling a shared OpenShift, you can also directly schedule a user from another schedule if they are available to work and qualified.

1. Create a new Custom Shift from the Scheduler.
2. Type the name of the user to assign the shift. The schedule the user belongs to is shown next to their name.
3. Enter all the shift details, then click Save or Save & Publish.