In the “Employee Scheduling” tutorial, we reviewed how you can schedule your employees for shifts at your upcoming events and how your team members can request time off within their accounts. In this tutorial, we will explain how you can create and post open work positions that your employees can review and request to work. This approach puts ownership on your employees to review the list of available open positions and select ones they would like to apply for as they align with their existing schedule.

To create an open position, edit an event within your account and navigate to the “Open Positions” tab of the event scheduling page. Select the “Add Open Position” button on the page that appears.

Here you can enable event portal access if you need this employee to view items in the event portal. If this is unnecessary for this employee, you can leave this toggle set to disabled.

Set the number of allowed submissions for the open position. Submissions from your employees will be accepted up to the submission limit. Once the limit is reached, employees who request to work this position will be notified that the position is closed.

By default, the system will not accept a requested shift, but allow you to review submissions and choose who from the list should be accepted to work the shift. However, if you would like to have requests automatically approved without your approval, turn the “auto-approve work requests” toggle to on.

Under the confirmation window setting, set a time limit on when an employee can respond to this request. If configured, all requests will be declined until the confirmation window is open. For example, if you do not want employees to request to work this shift until the week of the event, set this field to 7 to indicate that requests cannot be sent in until 7 days from the event start date.

Proceed to add a shift description, location and start and end dates and times for their shift. The shift dates and times will be automatically populated with the event start and end times. However, you can change them in the scheduling request if needed.

There is the option for “employee site location setting” underneath the date and time. By turning this setting on, your employee will not be able to clock-in for the event unless they are physically on site. Releventful's Geofenced clock-in feature will only work if you have selected a verified address from Google in the venue location field in the event details.

When adding an address to the venue location on the event info tab, ensure that the system verifies the coordinates against Google maps. Hover over the map pin icon to see if the coordinates have been verified or not. This will be important if you plan on asking your employees to use Releventful's Geofenced clock in feature when clocking in for their shift in the mobile app.

Back on the open position configuration page, you can turn on the “employee early clock-in” setting to allow your employee clock in up to 15 minutes before the scheduled start time. If the setting is off, they will only be able to clock in once their shift has started. Clock in availability will appear at the date of the event.

An important piece to creating an open shift is making sure the correct shift role is selected at the bottom of the window. Employees will only be notified of open positions for shifts that are assigned to their account via the employee management settings.

For example, if this open position is set for the server role, the only employees that can see and request to work this shift, are employees with the server role assigned to their account in the employee role field on their account details.

By selecting a shift role, the employee pay rate will also be populated automatically. You however can change the pay rate with the available “employee pay rate” fields below. For more information on establishing shift roles and pay rates, please watch our “Roles & Permissions” tutorial at help.releventful.com.

The “calculated labor cost” will populate automatically once you save the shift details.

As employees request to work this shift, you will see their requests appear at the bottom of this page under the “Received Submissions” header.

Select the “Save” button at the bottom of the window to save and create the new open position.

Back on the "Scheduling" tab of the event edit screen, you will see your open position listed on the "Open Positions" tab.

If you would like to close or hide an open position from your team members, open the open position and select the checkmark at the top of the page. To hide the position from employees, select the option to mark the position as complete. We recommend marking the position as complete when you have filled the position.

Employees will find available open positions under the “Open Positions” icon in the left-hand navigation bar. As a reminder, they will only see open positions for shifts they are assigned via their employee profile.

The employee can click on the open position with the “view position” button to see more details about the shift. After reviewing the event details, the employee can select the “submit request to work” button at the bottom of the window to apply to the position.

Back on the open positions page, the employee will see a grey “submitted” button for shifts they have submitted to work.

The process is similar in the mobile app. The employee can select “Open Position” from the left-hand menu within the app to see available open shift positions. They can click into a position to view more details for the event and shift. They can select the “submit request to work” option to request to work this shift.

If the auto-approval is enabled for an open position, the employees will automatically be approved for their requested shifts. If auto-approval is not enabled, you will need to view the submissions as they come in and accept or decline them.

To review submissions. Open the open position and scroll to the bottom of the page. Select the “Accept Submission” option to the left-hand side of the team member you want to approve for this shift.

Once confirmed, the shift will appear on the employee's calendar as a shift they are scheduled to work.

We hope that this tutorial has been helpful in outlining how to create open positions for employees and what the process looks like for your team members as they request to work these open shifts. For more information and additional resources, please visit help.releventful.com.