Prerequisites
You need access level as an administrator to access most of the settings presented in this article. If you notice you're missing access to any of the settings, please reach out to Support so they can help you (contact info located at the bottom of this article).
The open shift feature must be enabled in order to use the 'automatic send & accept' functionality. Check out this article to learn how to enable open shifts, if you have not done this step yet.
This function only works when paired with open shift templates. We advise having a look at this article if you need help creating open shift templates.
What is 'Automatic Send & Accept'?
To grasp what the automatic send & accept function does, we must first understand how open shift templates work; Open shift templates are pre-defined with specific criteria for the open shift. When a department manager applies a template to an open shift, the system will filter out the employees who don't match the specified criteria, ensuring only the best-fitted employee(s) can take the shift.
By also applying the setting called automatic send & accept when creating the open shift, SameSystem will find the best-fitted employee (using the open shift template) and automatically approve when the best-fitted employee accepts the open shift. If the best-fitted declines the open shift, it will move on to the next-best fitted employee in line. New eligible user fitting for the open shift will automatically be offered the shifts. How much time each employee has before the shift moves to the next in line, depends on how much time there is left until the shift starts.
How to enable the 'Automatic send & accept' function
Head over to Administration - Settings - General Settings in the main menu, and into the tab called Open shifts. Mark the checkbox called Enable automatic send and accept:
Enabling the automatic send and approve setting will still give the manager the option to use the default behavior where the manager is in charge of approving the requests.
That's it - remember to hit the Save button and you're done! 🎉
Here's how it looks when planning an open shift using the schedule using the automatic send & accept function:
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