How to Create and Manage Open Shifts in NextGen Workforce

Overview

The Open Shift feature in NextGen Workforce allows managers to create unassigned shifts and publish them for eligible employees to claim. This helps maintain scheduling flexibility while ensuring coverage without manual assignment. The process involves two users: Managers (who create open shifts) and Employees (who claim them)

Prerequisites

Before creating open shifts, ensure the following:

• The manager must have scheduling rights assigned via Login Profile settings by a Super Admin.
• Shifts must be pre-configured in the system under the appropriate shift templates.

Steps to Create an Open Shift (Manager Instructions)

1. Log in to the Manager’s account on the NextGen Dashboard.
2. Navigate to the Schedules section from the left-hand menu.
   
3. Click the Open Shift icon ‘calendar with a tick’ in the scheduling toolbar.
   
4. A pop-up titled “Open Shift” will appear. Fill in the following:
   1. Date – Determine the date for which you want to offer Open Shifts
   2. Shift – Choose the Shift you would like to make available
   3. Positions – Indicate how many positions you need for the open shift
   4. Click the ➕ (plus icon) to add multiple shifts.
      
5. Select Eligible Employees or Departments for whom the shift will be visible.
6. Click “Create Open Shifts” and refresh the page to see the updates.

How to Release an Open Shift

1. After creating shifts, they will be saved in Draft mode.
   
2. Click on the plane icon to publish the shifts.
3. A confirmation pop-up will appear:

   “Are you sure you want to publish all open shifts for the selected date range?”

4. Click Yes to publish.

Ways for Employees to Request Open Shifts

1. 1. Log in to your employee account at NextGen Workforce.
   2. Open “Access Web Timeclock”
   3. 
   4. Click on the Gear icon ⚙️ in the top right corner of the calendar.
   5. Go to “Today’s Shifts” from the dashboard.
   6. Select View Open Shifts.
   7. Click on the open shift you want to claim.
   8. Click Claim Shift → Confirm with “Yes, Claim Shift.”

You’ve now successfully claimed the shift!

Manager Approval of Claimed Shifts

1. The assigned manager will receive a notification.
2. To review:
   1. Open NextGen Dashboard
   2. Open “Access Web Timeclock”
      
   3. Click on the Bell icon 🔔 in the top-right corner.
   4. 
   5. View the employee’s claim notification.
   6. 
3. Click Approve to finalize the shift assignment.

If multiple-level approvers are configured, repeat the approval process as per workflow.

Need Help?

For assistance, please reach out to your manager or contact NextGen Workforce Support.