Open Shift Management | Vitalize's Help Center

Overview

This is an overview for managers explaining how Open Shift Management works, including how to configure staffing targets, how to navigate the open shift management page, and how to post open shifts. Here’s an overview video on how to do this.

How to Configure Staffing Targets

Go to the Manager Home page
Click the Adjust Staffing Targets
You are now able to create staffing targets for each of your day, mid, and night shifts for each of the position types. Note that this is what determines how many open shifts will be created as well.

Navigating the Open Shift Management page

Go to the Open Shift Management page
There are four filters in the top of the page: All, Posted, Requests, and Filled
1. All - this shows you a calendar view of all of the shifts, both posted and filled
2. Posted - this shows all of the open shifts that are posted, but not yet filled
3. Requests - this shows all of the posted shifts that staff have requested for, but it has not yet been confirmed by the manager
4. Filled - this shows all of the posted shifts that have been filled, meaning that it has been confirmed by their manager
Additionally, there is a Day, Night, and Mid (optional if your unit has it) filter
You can also filter by position
At the bottom of the page, you can view all of the Open Shift Requests
1. Pending requests - staff have requested to fill the open shift, and you as a manager need to approve or deny it
2. Approved requests - open shift requests that you as a manager have approved
3. Denied requests - open shift requests that you as a manger have denied

How to Autogenerate Open Shifts

Go to the Open Shift Management page
Click the Auto-Generate button beside the purple + button
Select your Position and Shift Time Frame that you would like to generate shifts for
Customize the shift types as you'd like — Inclusion Criteria, Workrules, and # of minimum and maximum shifts you want to generate
1. The Inclusion Criteria enables what specific staff members are able to pick up that shift (eg. selecting CRRT = only staff with the CRRT skill can pick up this shift)
Select the number of shifts you would like to generate under the Generate Options header.
1. The Staffing Gap - we look at the gaps by subtracting the staffing target for any position by the current number of staff. This is why it’s important to update your staffing targets.
2. The Max Number of Shifts to Generate - you can select how many shifts you would like to generate on any given date, up to the maximum number of shifts that you indicate
Click the Generate button to create those shifts
There will be a Confirmation page where you can preview the shifts that you are generating. By default, all of the shifts are going to be selected, but you can unselect shifts that you do not want to autogenerate.
In the Confirmation page, there are also two options.
1. Accept On-Call Requests - by toggling this ON, staff members can pick up this shift in an on-call capacity.
2. Notify Staff - by toggling this ON, Vitalize will send a text message to staff members about the open shifts that are available. There is a default message which tell’s staff that this open shift is available, but you are able to further customize this message.
  1. Note that you can notify staff at a later date. We have noticed that managers typically notify staff closer to the date of the open shift, when the need is more dire.
  2. Note that we will only notify staff who are eligible to pick up shifts (given the skills, position, and shift times that you have selected)
  3. Here is a video on how to notify staff of open shifts
  4. Here is a video on how you can preview which staff will be receiving notifications of your open shifts
From there, these open shifts will be created. It will be available for your staff to pick up via the Vitalize Staff App

Manually add an Open Shift

Go to the Open Shift Management page
Click the purple + button
Select your Position and Shift Time Frame that you would like to generate shifts for
Customize the shift types as you'd like — Inclusion Criteria, Workrules, and # of minimum and maximum shifts you want to generate
1. The Inclusion Criteria enables what specific staff members are able to pick up that shift (eg. selecting CRRT = only staff with the CRRT skill can pick up this shift)
Accept On-Call Requests - by toggling this ON, staff members can pick up this shift in an on-call capacity.
Notify Staff - by toggling this ON, Vitalize will send a text message to staff members about the open shifts that are available. There is a default message which tell’s staff that this open shift is available, but you are able to further customize this message.
1. Note that you can notify staff at a later date. We have noticed that managers typically notify staff closer to the date of the open shift, when the need is more dire.
2. Note that we will only notify staff who are eligible to pick up shifts (given the skills, position, and shift times that you have selected)
3. Here is a video on how to notify staff of open shifts.
4. Here is a video on how you can preview which staff will be receiving notifications of your open shifts
From there, these open shifts will be created. It will be available for your staff to pick up via the Vitalize Staff App

How to Post Open Shifts via the Schedule page

Go to the Manager Schedule page
Click on the date that you would like to post an open shift for. You will be taken to the Schedule daily view
Under each of the position columns, there will be a Needs Fill button below the staff roster
Clicking that button would allow you to create the open shift
Upon creating the shift, you will be able to see confirmation below the Needs Fill button saying that there is an open shift posted

Open Shifts

Balancing the Schedule

Swap Shift Management

Viewing Daily Activity, Staff Logs, and Open Shifts

Floating and Flexing Staff