Bid System and Picking Up Bids

The SchedulePro bid system allows you to post shifts for your employees to bid on. After employees have started bidding, you can view the list of bids and assign an employee. This is an easy way of ensuring that an interested, available employee will get the shift.

Shift Bidding is a premium feature and may not be enabled for your organization. Please reach out to Support if you would like to enable it.

Managing Open Shifts

1. From the Home page, navigate to Manage Open Shifts.
   
   
2. By default, this page will Only display shifts that are still open for bidding or have pending responses. Disable the checkbox to view closed bids.
   
3. Filter the bids by Groups. This is the group that each bid’s position/location pair belongs to.
   For example, a bid for the RN/EAST/NITE shift would be displayed for any group that includes the position RN and the location EAST.
4. Filter the bids using the Display open shifts starting from date.
5. Use the text fields under the column headings to filter the list by POS (position), LOC (location), or Shift.
6. Click Assign to open the Assign Employees (Candidate Finder) window.
7. After assigning someone, the best practice is to click Close and reject all pending responses. This will prevent any new employees from bidding on the shift and change the status to Closed. Other employees who bid will be notified that they were not selected.
   • Close (stop accepting new bids) will prevent any new employees from bidding on the shift, but will not have any effect on the status of existing bids.
8. View will take you to the Open Shift Responses page, but does not perform any action.

 

Posting Bids

You can post a New Open Shift, Post Open Shift from Requirements, or create a new ad-hoc requirement for bidding from the Manage Open Shifts page.

New Open Shift

1. Click the New Open Shift button and fill in the required information.
   1. Shift - (the “****” shift is an ad-hoc shift for which you can define custom start and end times; for any of the other shift codes, the start and end times will be filled in based on the shift code definition)
   2. Position
   3. Location
   4. Shift Date
   5. Start time
   6. End Time
   7. ST hours - Standard Time Hours (this may differ from the start time to end time if the shift includes unpaid breaks).
2. Click Save, and the shift will appear in the table of existing bids.

Post Open Shift from Requirements

1. Click Post Open Shift from Requirements to display a list of open requirements (red cells) from your schedule.
2. Find the shift you want employees to bid on and click Post.

Post Open Shifts from the Schedule

Shifts can be posted in bulk for bid or pickup within a date range from the Schedule page. You can also preview the shifts you want to post before finalizing the submission.

1. From the Manage Schedules page, select Post Open Shifts.
2. Select a Date Range or Custom one to pick and choose dates
3. Set Filters
   1. Group
   2. Group Filters - specific position/location codes
   3. Shift Filters - Determine which shift codes to post
   4. Select Preview Bids
      
   5. You can see the filters you set and a list of shifts to post for bid or pickup. If additional filters should be set, select Back. If the list is accurate, select Post for Bidding.

Post Shifts for Bidding from Assign Employees

You can post a single shift for bidding or manage a shift that has already been posted from the Manage Schedules page by clicking on any requirement cell within the coverage summary section.

1. From the Coverage Summary, open the Assign Employees window for any requirement by clicking on the blue or red cell.
2. Click on NOT ACCEPTING BIDS (link) > POST FOR BIDDING in the upper right corner below the REQUIRED, SCHEDULED, OPEN section.
3. The link will change to Accepting Bids (0 Responses), and the shift will now appear on the Manage Open Shifts page.
4. When employees start bidding on the shift, the number of Pending Responses will automatically update.
   • Click on the link to VIEW ALL PENDING RESPONSES or expand the Bids section under Add Employees. Note that your Assign Employees options may differ slightly from these images.

Picking Up Bids

SchedulePro can be configured to allow shift pick up and offer employees the option to select Take Shift as opposed to bidding on it. The assignment is made on a first-come, first-served basis.

This functionality can only be set up by SchedulePro and is not compatible with the regular bidding option. If you are interested in switching bids to a pickup assignment, please contact our support team at [e-mail].

Bid Notifications

Notifications can be sent to employees every time a shift is posted for bidding and when the status of the bid is updated.

1. From the Home page, navigate to Settings > Organization and then to the Communication Settings section.
2. On the same page, move to the Bid Settings section to define the Notification Types.
   
   
   • Employee Position/Location: This type will send notifications of open bids to all employees who have the position/location of the requirement on their primaries or secondaries. This means that employees who are currently assigned to work the same shift (time) we are opening the bid for will also receive the notification. 
   • Applicable Employees: Only employees who are not currently assigned to work the hours the bid is opened for and who can work the requirement (as per position and location) will receive the notification. For example, if we create a bid where only 3 employees can be assigned, only those 3 employees will receive the open shift notification.
   • You can enable Automatically close open bids before the start of their shift.
     • Once that checkbox is enabled, Time before shift starts will appear, and the Days/Hours/Minutes can be set up. This will determine how far in advance of the shift any bids will be marked closed.
3. Click Save to retain any changes.