Filling a Shift
The available shifts are shown in the top pane against the job. Expand the job to show unfilled shifts highlighted in red. Select a green (available) Candidate using the left click of a mouse in the Temp Candidates pane, then drag and drop over the relevant red (unfilled) shift in the Temp Shift Planner pane:
When booking Candidates into shifts, the Temporary Shift Booking screen will appear. Complete the fields to ‘Send Docs By’ and ‘AWR Exempt’. Users will get the opportunity to adjust rates here if required:
The Applicable Rates drop down defaults to Use Agreed Rates. These are the rates already set up for the job (created in the framework, job or assignment).
The other options are:
Update Assignment Rates – When booking a Candidate for the first time in this job, users can create an assignment level rate here. When selected, the New Temp Shift Assignment Rates screen will display and rates can be amended as required. These rates can then be used for any other shifts for this Candidate assignment and thus become the Agreed Rates as above.
Note: If the user has chosen to apply the Living Wage check (held in application settings), the system will automatically check if the Candidates is over 25 (where DOB is held) and if so, whether the Job Base rate is below the saved living wage for over 25 (also held in application settings). If the Job’s Base rate is below the living wage, the option to over-ride the rate is presented to the user. If the user chooses Yes and confirms this message, the assignment pay rates will be automatically updated to the stored Living Wage. The system will default to the Update Assignment Rates option in this scenario and will automatically create a new Rate Matrix for the Assignment, linked to the Job’s Rate Matrix. The new Rate Matrix will only be applicable to that Candidate in that Assignment for those shifts booked. The system will not revise any previous timesheet or shift specific rate matrix data. If you don’t have administrator privileges to update application settings, please ask your Erecruit Representative to do this.
- Update Rates for Selected Shifts – The user may select this if the agreed (shift specific) rates need to be uplifted for this shift. For instance, if a more senior Candidate is used to fill the shift and they need to be paid more. When selected, the New Temp Shift Assignment Rates screen will display and rates can be amended as required.
- Note: Shift specific rates can only be created when using a Time Bands RTD.
Once the booking has been confirmed, the shift will be filled and turn green, showing the Candidate's name:
Unbooking a Filled Shift
Users can unbook filled shifts from the Temp Shift Planner. Click on the filled shift to launch the Amend Shift workflow:
Use the Cross to unbook the Candidate from the shift, and the unbook shift workflow will be launched:
There are 2 options to Unbook and delete shift or Unbook and make shift available for rebooking. Choose the appropriate option.
There is also a tick box to confirm "Would you like to create availability for the un-booked period?". This applies to the Candidate being un-booked.
Complete the details and click Confirm.
When unbooking a Contract or Temporary assignments, Adapt will adjust a Candidate’s confirmed availability and unavailability based on what is confirmed on the availability page in their record.
Amending a Filled Shift
To amend a booking from the Temp Shift planner, click on the filled shift to launch the Amend Shift workflow (as above). Edit the relevant fields then use the tick to confirm the amendment and update the record:
When amending a filled shift, Adapt will consider a Candidate’s confirmed unavailability or confirmed availability (see booking rules for amended bookings).
Amending or Deleting an Unfilled Shift
As above, click on the shift in the Temp Shift Planner to launch the Amend Shift workflow.
Edit the relevant fields then use the tick to confirm the amendment and update the record, or use the bin icon to delete the shift.
To 'Bulk' book Candidates into multiple shifts, please see the article here.