Overview
The shift bidding management system allows you to:
View all open shifts with pending bid requests
Review detailed information about each staff member’s bid
Make informed decisions about shift assignments
Automatically notify staff of decisions
Maintain fair and transparent shift distribution
Prerequisites
To manage shift bids, you need:
read:shift_biddingpermission to view bid requestswrite:shift_biddingpermission to approve or deny bidsManager or supervisor access level
Accessing the Bid Management Interface
Navigate to the Roster page
Click the Actions menu (three dots icon)
Select “Shift Bidding (beta)” from the dropdown
You’ll be taken to the bidding management dashboard
Understanding the Bidding Dashboard
Date Range Controls
Date Range Selector: Choose the time period to review bids for
Period Tabs: Quick selection for common ranges (week, month, etc.)
Navigation: Easily move between different time periods
Open Shifts Overview
The main table displays all unassigned shifts with:
Shift Details: Start/end times, break minutes, shift type
Role Requirements: Specific role needed for the shift
Location Information: Which site the shift is at
Public Holiday Indicators: Special badges for holiday shifts
Bid Count: Number of staff who have expressed interest
Reviewing Individual Bid Requests
Expanding Shift Details
Click on any shift row to see detailed bid information:
Staff Information Display
For each staff member who has bid, you’ll see:
Basic Details
Name and Photo: Visual identification of the staff member
Employment Type: Full-time, part-time, casual classification
Pay Calendar: Which payroll cycle they’re on
Bid Timestamp: When they expressed interest
Workload Analysis
Current Rostered Hours: Hours already scheduled in their pay period
Projected Overtime: Additional overtime if this shift is approved
Calendar Information: Their current pay period details
Conflict Detection
The system automatically identifies:
Scheduling Conflicts: Other shifts during the same time
Visual Warnings: Red highlighting for problematic overlaps
Conflict Details: Specific shift IDs and times that conflict
Holiday Considerations
Public Holiday Status: Whether this shift qualifies for holiday pay
Branch-Specific Holidays: Location-based holiday recognition
Rate Implications: How holiday pay affects costs
Making Assignment Decisions
Approving a Bid Request
To approve a staff member’s bid:
Review all bid details carefully:
Check for scheduling conflicts
Consider overtime implications
Verify role qualifications
Assess fairness across team
Click the green “Approve” button
System Actions:
Assigns the shift to the selected staff member
Removes the shift from open shifts list
Sends automatic email notification to staff member
Updates the roster immediately
Removes all other pending bids for this shift
Denying a Bid Request
To deny a staff member’s bid:
Click the red “Deny” button (X icon)
System Actions:
Removes that staff member’s bid
Keeps the shift available for other bidders
Shift remains in the open shifts list
Other staff bids remain active
Quick Actions Available
View Shift Details
"View Shift" button: Opens the full shift details in the roster
Useful for: Getting complete context about the shift requirements
Access to: Full shift information, location details, special requirements
Review Conflicts
Conflict Links: Click “View Shift” on conflicting shifts
Navigate to: Specific conflicting shifts for detailed review
Assess: Whether conflicts are manageable or problematic
Decision-Making Considerations
Fairness and Equity
Track distribution: Monitor how extra shifts are shared among staff
Consider patterns: Look at who has received additional shifts recently
Balance opportunities: Ensure fair access to extra hours across the team
Operational Requirements
Skill matching: Ensure staff have necessary qualifications
Experience levels: Consider complexity of specific shifts
Team dynamics: Think about how assignments affect team relationships
Financial Implications
Overtime costs: Understand budget impact of overtime approvals
Holiday premium rates: Factor in higher pay rates for special days
Award rate compliance: Ensure all pay calculations meet requirements
Scheduling Logistics
Travel time: Consider time needed to move between shift locations
Rest periods: Ensure adequate breaks between shifts
Workload management: Avoid overloading individual staff members
Batch Processing and Efficiency
Managing Multiple Bids
Process similar shifts together for consistency
Consider team-wide impact of multiple approvals
Balance approvals across different staff members
Time-Sensitive Decisions
Urgent shifts may need quick decisions
Last-minute changes require prompt communication
Weekend/holiday shifts often have tight timelines
Communication and Follow-up
Automatic Notifications
The system automatically sends:
Approval emails with shift details and expectations
Denial notifications (shift remains available)
System updates to roster and payroll systems
Additional Communication
Consider follow-up for:
Complex assignments that need special instructions
New staff who may need additional guidance
High-stakes shifts requiring extra preparation
Monitoring and Reporting
Tracking Bid Patterns
Popular shifts: Identify consistently high-demand time slots
Staff preferences: Notice which staff bid frequently
Seasonal trends: Recognize patterns in shift availability needs
System Analytics
Response times: How quickly bids are processed
Approval rates: Percentage of bids approved vs. denied
Conflict frequency: How often scheduling conflicts occur
Best Practices for Managers
Decision-Making Process
Review all bids before making any approvals
Consider the bigger picture of team scheduling
Apply consistent criteria for fairness
Document reasoning for complex decisions
Communicate clearly about decision factors
Efficiency Tips
Set regular review times for processing bids
Handle urgent shifts first to avoid last-minute issues
Batch process similar requests for consistency
Use conflict detection to identify problematic assignments quickly
Team Management
Be transparent about selection criteria
Provide feedback when declining frequent bidders
Recognize reliable staff who consistently follow through
Address concerns promptly and professionally
Troubleshooting Common Issues
Technical Problems
Cannot Approve/Deny Bids
Verify you have
write:shift_biddingpermissionCheck if shift has already been assigned
Refresh the page and try again
Contact IT if permissions seem incorrect
Bids Not Loading
Check date range selection
Verify network connection
Clear browser cache if necessary
Ensure you’re viewing the correct time period
Operational Challenges
Multiple Conflicts
Review all conflicting shifts carefully
Consider adjusting existing assignments if necessary
Communicate with affected staff about scheduling issues
Use roster tools to resolve complex conflicts
Staff Complaints About Decisions
Reference clear, consistent criteria
Explain reasoning when appropriate
Maintain professional boundaries
Escalate to HR if needed
Advanced Features
Integration with Roster Management
Real-time updates to roster views
Automatic payroll integration for approved shifts
Award rate calculations applied automatically
Public holiday handling built into the system
Audit and Compliance
Complete audit trail of all bid decisions
Timestamp tracking for accountability
Decision history for reference and review
Compliance reporting available for management
Getting Support
For assistance with shift bid management:
Technical Issues: Contact IT support for system problems
Policy Questions: Consult HR for bid approval policies
Training Needs: Request additional manager training if needed
System Updates: Stay informed about new features and changes
Remember: Effective shift bid management balances operational needs with fairness and staff satisfaction. Consistent, transparent decision-making builds trust and improves the overall effectiveness of your team’s scheduling system.