 Hey guys, this is Chad Halverson from when I work and today we're gonna make work less work by talking about open scheduling and The difference between open scheduling versus traditional scheduling So what we've got here in front of us right now is what? We call traditional scheduling. We've got our employees on the left. They're all scheduled the shifts. They need to be working We've organized it and allocated shifts according to their qualifications According to how many people we need at the right time at the right place and everything else So this is this is your typical kind of traditional scheduling. You get the shift set up. We drop one in here we're gonna schedule this person from 11 to 6 and That's the the traditional scheduling approach What I want to talk about Now is the open scheduling approach at the top here We have what we call open shifts this open shifts row and I'm gonna show you how a lot of our of our customers and our users are using open shifts to Somewhat automate the scheduling process and giving their employees the opportunity and flexibility to Self-assign themselves their work schedule So I'm gonna go through this quick with you guys to show you kind of how this works. So open shifts are Basically shifts that have not been assigned to anybody yet. That's why they're called open and What I can do here is I can start setting up my shifts that I need covered. So let's say that I need three people From 7 to 4 p.m. On Monday to work the front desk. So I'm gonna select that shift I'm going to make it an open shift as it says here and I need three of them So I'm gonna put in any three of these and Then I'm going to Create it and Now what I've done is I've I've created an open shift in which I'm saying I need three people To cover that for this particular day I'm gonna do the same thing for the next day. So I know that I'm gonna need the same thing the next day So I'm gonna drag this over and copy that over I'm going to say that I need three on this day as well. So I need three front desks for the rest of the The rest of the week so I can just do that and drop them over like this for the whole week don't need done Sunday and I will put in any three each day and As I do that I'm gonna update this one to say three save We got the cuckoo all right, so I got my My shifts set up that I need three people working seven to four front desk Every day this week Now what I'm gonna do is I'm gonna go down my next one so I can go and add another shift now Let's say I need a manager from two to seven so I'm gonna drop in that manager and I need that person to cover that they need to manage them to a seven every day so I'll do that and I need to also fill in a Position from three to nine. So I'll drop that in This one is going to be someone that I need working on the floor. So I'll set that as a floor position and From three to nine is our busier time. So I need four people to work that from From three nights. I'm gonna create that on Monday and then I'm gonna bump it over To the rest of the week for the same thing and I will indicate that I need three people each of those days as well. So you get the idea what I'm doing here is Really setting up what I need covered so I'm indicating What shifts need to be worked How many people I need on those shifts and what role or position that I that I need worked as well So once I have this set up, I Can do a couple things so I can Publish this so I can click up here and click publish and notify and now what that what happens is All my employees down here that aren't scheduled are going to see these shifts available to them if they're qualified and available and then they can choose to to pick those shifts up and to and to sign up for those shifts or to Kind of raise their hand and say all I'll work that shift. I'll work that shift. So it's a it's a really helpful way to Get your your your labor needs outlined and set up and then you can have the scheduling be Self-service to to your team When once it's once it's out now I'm gonna show you quick how that looks to the employee. So I'm gonna bounce over to the To the iPhone app here to show you what that looks like Do a refresh? And what we'll end up getting here is we'll end up getting All those open shifts that are available. So here we can see I'm an employee looking on here I could see the while there's three open shifts from seven to four On Monday as a front desk person There's a manager shift. There's a floor shift. I'm qualified for all of these shifts. So it's showing me all of them So I'm gonna sign up for one of these Monday shifts. So I'm gonna go in take a look at the details on that shift and Take it not the bottom here. I can take shift and I'll hit take and now what's happened Is it is assigned me that shift? So now when we go back to the schedule, we can see that that particular shift has been Picked up by me. I Can go to the next day here and I'm gonna work the floor shift tomorrow. There's three of those available So I'm gonna go and take a look at that Looks like looks like I'm not qualified for that one, but I'm a manager so I can offer it out to others So if I want to offer it out to other people in the team I can Hit offer and a sign and it'll show me the employees that are qualified and available and I can hit notify And it'll notify Daniel and Evan that That shift is is available bounce back over here take a look at the Wednesday shift and Two to seven I'm gonna take that shift too. So I'll take that one and What I've done here now is I'm sort of filling up my my schedule in the self-service kind of way So that's kind of how if you want to Create a self-service approach to how you Get the schedule out there for your for your team to to sign up for shifts. That's how you do it now what's what's interesting is if You don't want to rely on your team to sign up for shifts you can still use the open shift scheduling approach to Get your get your shifts Outlined and then you can do the scheduling yourself right from the right from the tree from the tool So for example now I reloaded this the schedule here and you can see that those shifts that I took have updated on the schedule here So I already have two shifts that I've already moved from open shifts to myself here But now let's say I don't want you know I don't want to rely on my team to self to self assign themselves the shift So what I can do as as I as I have all these it up is I can just start dragging them down So I can grab the shift and start dragging it down to the team and as I drag it down You'll notice there's a thumbs up thumbs down and it'll give me a thumbs up on the employees that are qualified for that shift So Evan here is qualified for the floor shift, so I'll drop that on him down here You'll notice it counted down to two now, so I have two more shifts to fill so I'll drag that one down and I can do the same thing on this shift looks like I Don't have anybody else that's qualified To work this one, so looks like I'm gonna take this one for myself So you get the idea in terms of how you can do this scheduling so then as I drag these down for each person I I'm basically kind of filling out my schedule for the week based on the open shifts that I've created That tells me how many people I need for what times and what roles And then I get that sent and I get that set up and once I have them all all pulled down into their slots I can go back and I can publish the schedule and then it'll notify all my all my employees of their other schedule for the for the week now What I can do to make this easy for me going forward is Once I have my my coverage that I need up in the open Open shifts the open scheduling area I can save this as a template and then reuse it from week to week So what I'll do now is I'll go over here and hit save template and I'll call this my my open schedule coverage create that template and Now when I go into the future To a week that isn't filled out and I go and load that template I can grab my open schedule coverage And it'll take that template of what I've already outlined that I need drop it in there And then I can hit apply and then of course I can do one or two things I can start dragging them down to the people that are qualified or I can Publish the shifts and let my team self self sign up for those So I hope that's that's helpful. I thought that open scheduling is would be an interesting Way for for you to look at how you do your scheduling and how you Get your labor needs outlined before you put out a schedule and possibly create a Flexibility where you can empower your team to sign up and self-service their Own schedules as you as you do it So hope that helps and if there's questions about this feature don't hesitate to let us know I hope that this outline this overview of open shifts will help you make work less work for you your business and your team Thank you