Shortlist

Why would you shortlist staff to shifts?

Shortlisting staff allows you to allocate staff to actual shifts. They appear in a similar way to staff shift applications on the shifts page under the shortlisted tab.

If you want to start listing staff against jobs and shifts but are not yet ready to reach out to the staff by way of a job invite, or even booking the staff, you can first allocate them to the jobs and shifts by adding them to a shortlist. When doing so in this instance you can choose to skip the email so that they are not yet informed of this shortlisting.

This will then allocate the shortlisted staff to actual shifts on that job so when you are ready to start reaching out to those staff they are already listed against shifts to make it quicker and easier to invite/contact them and then ultimately book them.

Open shifts uses the Shortlisting functionality in order for staff to see the Open shifts in their staffarea and book themselves onto the Open shifts.

Please note that shortlisting staff onto fixed shifts will not allow those shifts to be seen on the Job Market. You will need to use the Job Invite feature.

Managing the shortlisting staff email template

To manage shortlisting staff email template

• Go to Message Centre > Manage email templates
  
• Click on the Auto tab
• Go to the Shortlist staff template
• Click on Edit to review and amend

Shortlisting staff via a staff and job quick search

• Within the staff and job quick search click the + icon to add staff to shortlists:
• You will now be able to see the following dialogue:
  
  • Select the job
  • Select the role
  • Select to expand the location and select the dates to shortlist to
    • You can change the view to be by dates > locations by using the toggle under View
• Press OK
• You can now decide whether or not you want to inform those staff that they are shortlisted:
  • Amend the email if required
  • Press Cancel to cancel the shortlisting
  • Press Skip email to shortlist the staff and not notify the staff
  • Press Preview email to preview the branded email
  • Pree Send to send the email to the staff to notify them they are shortlisted for the selected job and shifts
• Upon shortlisting this status bar will appear at the top of the page informing you of the actions taken
  
  • You can click Go to job to take you to shifts for the job you shortlisted staff onto

Shortlisting staff via a staff profile

• At the top of each staff profile is a button to shortlist staff to shifts:
  
• You will now be able to see the following dialogue:
  
  • Select the job
  • Select the role
  • Select to expand the location and select the dates to shortlist to
    • You can change the view to be by dates > locations by using the toggle under View
• Press OK
• You can now decide whether or not you want to inform those staff that they are shortlisted:
  • Amend the email if required
  • Press Cancel to cancel the shortlisting
  • Press Skip email to shortlist the staff and not notify the staff
  • Press Preview email to preview the branded email
  • Pree Send to send the email to the staff to notify them they are shortlisted for the selected job and shifts
• Upon shortlisting this status bar will appear at the top of the page informing you of the actions taken
  
  • You can click Go to job to take you to shifts for the job you shortlisted staff onto

Shortlisting staff via the search staff

To shortlist staff from a staff search:

• Go to the Staff search
  
• Perform the required search using the search parameters at the top of the page
• Select the staff in the list you wish to shortlist
  
• Then go to With selected > Add to shortlist
  
• You will now be able to see the following dialogue:
  
  • Select the job
  • Select the role
  • Select to expand the location and select the dates to shortlist to
    • You can change the view to be by dates > locations by using the toggle under View
• Press OK
• You can now decide whether or not you want to inform those staff that they are shortlisted:
  • Amend the email if required
  • Press Cancel to cancel the shortlisting
  • Press Skip email to shortlist the staff and not notify the staff
  • Press Preview email to preview the branded email
  • Pree Send to send the email to the staff to notify them they are shortlisted for the selected job and shifts
• Upon shortlisting this status bar will appear at the top of the page informing you of the actions taken
  
  • You can click Go to job to take you to shifts for the job you shortlisted staff onto

Viewing the shortlisted staff

You can see shortlisted staff

• Staff shortlisted tab
  • Go to the shifts page for your
  • Click on the Staff shortlisted to see the shortlisted staff
    
• Staff applied and Staff invited
  • Icons next to each name will represent if this person has been shortlisted as well
• Listed against each shift
  • Go to the By location or By date tabs
    
    • Under the applied&shortlised grey badge towards the right
      
    • If you expand the location you can see the shortlisted staff at the end of the list of shifts within that location > date:
      
      • You now have various options and information for staff in the shortlisted and applied section:
        • Click on the email or phone to contact them via the system
        • Book
          
          • This will enable you to start the booking process for this person. See Booking staff
        • Staff profile
          
          • Opens the staff profile in a new window
        • Staff profile overview
          
          • Click to see the staff profile overview in an overlay in the current window
        • Distance from venue
          
          • Shows the distance of the staff main address to the shift venue
        • Staff rating
          
          • Star player - Gold/Silver/Bronze
          • Thumbs up rating - click to view
          • Neutral rating - click to view
          • Thumbs down rating - click to view
          • Trophy
        • Remove from the shortlist/applied
          
          • This will remove the staff from the shortlist and place them into the declined tab so that they cannot:
            • Be shortlisted again
            • Be invited again
            • Apply again