Configuring Open Shifts and Shift Opportunities

Enabling Shift Opportunities requires you to complete several tasks in Staff Manager Administrator, Staff Manager Client, and Clairvia Web. The following instructions cover only those steps on the Clairvia Web Opportunity Settings page. See Checklist for Shift Opportunities for a complete list of the steps needed to configure Shift Opportunities.

Posting groups are associated with posting schedules, which are then associated with opportunities. Because of these connections, posting groups cannot be deleted, but they can be turned off. See Managing Shift Opportunities for more information.

Complete the following steps to configure open shifts and shift opportunities:

1. From the Configure menu, select Opportunity Settings. This opens the Opportunity Settings page with the Options and Messages tab active.
2. At the top of the page, select a profile from the menu.
3. Complete the following options.
1. Display Service related to Posting Profile. If you select this check box, the profile is anonymous and the opportunity only displays the Service. This is useful if you do not want to advertise which profile the opportunity is in.
2. Set Opportunity Default Type to Auto Approve. Select this check box if you want to set all posted opportunities as Schedule Me opportunities, also known as Auto-Approved opportunities.
3. Set Overtime Default to Approved. If you select this check box, employees may go over their maximum number of hours when signing up for the opportunity. If you deselect this check box, any employees who have reached their maximum hours (based on your application definitions) receive a warning message that this opportunity is not approved.
4. Create an Auto-Approve Confirmation message. Any employee accepting a Schedule Me opportunity automatically receives a confirmation message. You can customize this message by typing a new message in this box. Messages cannot be over 512 characters.
5. Create a Consider Me Confirmation message. When an employee requests an opportunity that requires manager approval, the opportunity automatically displays a message to the employee. You can customize this message by typing a new message in this box. Messages cannot be over 512 characters.
6. Create an Opportunity Accepted Message. This is a user-defined message for employees who will work a requested Consider Me opportunity. Employees view this message in the Message Center of their dashboards. You can customize this message by typing a new message in this box. Messages cannot be over 512 characters.
7. Create an Opportunity Denied Message. This is a user-defined message for employees who have not been awarded a Consider Me opportunity. Employees view this message in the Message Center of their dashboards. The solution changes the statuses of pending requests from employees not selected to work to Denied. You can customize this message by typing a new message in this box. Messages cannot be over 512 characters.
8. General Comments. This option enables 512 characters for comments, which you can predefine at this level or add and change when creating an opportunity.
9. Save to Currently Selected Profile and Save to These Multiple Profiles. Click the first button to save only to the selected profile. To create and save messages for more than one profile, select the profiles in the dialog box, and click Save to These Multiple Profiles. You can still make changes to individual profile messages later, if necessary.
4. Click the Shifts tab and complete the following options.
1. Assign [number of] Points for. Enter the default number of reward points an employee should receive for working opportunities posted on this profile for all shifts selected for configuration.
2. Select a Shift from the menu or select All.
3. On Day(s). Select a day from the menu for which these Opportunity Settings apply, or select All if the settings should apply to Opportunities on all shifts on this profile.
4. Click Assign. Your changes are displayed in the grid below. Repeat for additional shifts or days as needed.
5. Select a task for each partition in the Default for Partition column. This determines which tasks Schedule Editor populates when filling vacancies to core coverage.
6. Click Save Changes.
5. Click the Posting Groups tab and complete the following options.
1. To add a posting group, click Add New Posting Group at the bottom of the page. To edit a group, click Edit at the end of its row. Both of these actions open the Add or Edit an Opportunity Posting Group window.
2. The Enable this Posting Group box is selected by default. Leave this box selected for new posting groups.
3. Complete the Label, Description, and This Posting Group is Private to options.
4. Use the arrows between the Profiles Included and Available Profiles boxes to move profiles to the location you want.
5. Click Save to save changes or Cancel to clear the changes.
6. Click the Posting Schedules tab and complete the following options.
1. If the page displays no posting groups in the schedule, select one from the Available Posting Groups menu at the bottom of the page and click Add. Repeat as needed until the page displays all the groups you want.
2. Complete the Posting Begins (Days/Hours before) options. Enter the number of days before the opportunity in the first box and the hours before the opportunity in the second box.
3. Complete the Posting Expires (Days/Hours before) options. Enter the number of days before the opportunity in the first box and the hours before the opportunity in the second box.
4. Click Save Changes.

More Information about Configuring Shift Opportunities

For the Opportunity Settings Shifts tab to display a task, the task must

• Be 100% productive
• Have a skill associated with it
• Count towards OT

You cannot change shift opportunity rewards once an employee is assigned through a Schedule Me event or after one employee has signed up in a Consider Me event. You can override default rewards set in Clairvia Web during opportunity creation in Staff Manager Client.

Helpful Tips and Best Practices

• To reset the Options and Messages tab contents to the default settings, click Reset in the lower right corner.
• Suggested Posting Groups include a Home group (staff who typically work the profile), a Float group (staff who can float to the profile), and an Agency group (all agency staff).
• The same profile may belong to multiple opportunity posting groups, but each employee only sees an opportunity one time for each posting schedule. For example, the Home posting group with Profile 3E may view opportunities for one week. Posting Group MedSurg, which includes Profile 3E, may view the same opportunities a week later, but employees in 3E only see the opportunities that remain in the second posting schedule. They do not see opportunities that they have removed or opportunities that other employees have accepted.
• Only click Remove if you want to remove a posting group from the schedule. If that is the case, click Remove and then Save Changes.

(Optional) Configuring Shift Opportunities for the External Resource Management Interface and ShiftAlert

If your organization is equipped with the optional External Resource Management (ERM) interface or the optional ShiftAlert application, the Opportunities Settings page has an additional tab: External Notifications. See Using the External Resource Management Opportunities Settings Page for more information about configuring shift opportunities for the ERM interface or ShiftAlert.

More Information about Shift Opportunities

An opportunity is an open shift that requires staff and which a manager has posted for employees to voluntarily sign up to work. The application displays opportunities on the Employee Dashboard based on posting schedules.

Interest in shift bidding has prompted the use of rewards, using either a dollar-based system or a system of points that employees can redeem for organization-specific incentives such as cash, favors, or merchandise. You can attach rewards to opportunities using the Rewards tab.

Posting groups determine when employees see opportunities. A group can be private, such as a profile-specific posting group (1N Emergency Employees), or it can be a global posting group used by multiple profiles throughout the organization (Employees with Seniority). Each opportunity has to belong to a posting group. When you view the Posting Groups tab, you only see global groups or those groups associated with the specific profile you are configuring.

The Posting Schedule tab lets you specify when groups get to view opportunities. You could create a schedule so that employees in their Home group get to see an opportunity 14 days before the shift, while employees in their Float group do not see the opportunity until 10 days before the shift. This lets you prioritize which groups have the first chance to fill the opportunity.

Related Topics