Workflow recipe

Fill open shifts

This recipe explains how to turn open-shift coverage from a manual search process into a structured Teambridge workflow. The goal is not just to message workers faster. The goal is to make the system clear about which shifts need attention, which workers are eligible, who has been contacted, who responded, and what assignment decision closed the loop.

Operational question

A shift is open. Who can safely cover it, how do we contact them, and how do we know the gap is closed?

Reference walkthrough

Filling open shifts

Use the video as a visual reference, then use the sections below to understand the actual implementation model: data, workspaces, rules, workflow steps, tests, and common failure modes.

2:40

Implementation model

Build the workflow in the same order the operation will depend on it.

A recipe is complete only when the business problem, data model, operator view, policy decision, automated follow-up, and testing path all line up.

Problem

Name the operating gap and the decision the team needs to make.

Data

Identify the records and fields Teambridge must trust.

Workspace

Create the queue where operators review and act.

Policy

Define what should be allowed, blocked, flagged, or ranked.

Workflow

Connect triggers, conditions, messages, updates, and approvals.

Test

Run realistic pass, fail, exception, and permission scenarios.

Data model

Shifts with start time, end time, role, location, assignee, status, confirmation status, and request status.
Users with role, location eligibility, availability, communication details, access group, tier, and status.
Locations with address, facility/client, geofence, rules, and facility-specific restrictions.
Roles with required skills, credentials, and default pay or bill logic where relevant.
Optional shift request records if the operation separates request review from final assignment.

Product example

What schedulers see when open shifts, rules, and worker response come together.

This is useful context for the scheduling sections because it shows the operational surface operators use to move from open work to confirmed coverage.

Open scheduling product page

Teambridge scheduling product visual showing shift coverage workflow

Workspace design

Open tab: assignee is blank or status is Open.
Requested tab: worker has asked for the shift and admin decision is needed.
At Risk tab: start time is close and no worker is confirmed.
Filled tab: assignee exists and confirmation is complete.
Late or No-show tab: shift is assigned but attendance signal indicates risk.

Rules and policy logic

Only show or broadcast shifts to workers who match role and location eligibility.
Block DNR locations and missing credential requirements.
Flag or reject overtime depending on client policy.
Prioritize higher-performance tiers before expanding access.
Keep manual assignment possible but record who assigned and why.

Workflow sequence

How the process should run

Shift is created or imported.

Teambridge identifies that assignee is blank or coverage is below target.

Scheduler opens the Open Shifts workspace.

Teambridge filters eligible workers by role, location, access, credential, and policy.

Scheduler broadcasts broadly or sends targeted outreach.

Responses are tracked as accepted, declined, no response, or needs follow-up.

Admin assigns the confirmed worker and updates status.

Confirmation and attendance checks continue until the shift is worked.

Testing checklist

Create an eligible worker and confirm they can see or receive the shift.
Create a wrong-role worker and confirm they are excluded.
Create a DNR worker and confirm they cannot access the location.
Create an overtime-risk worker and confirm the policy behavior.
Fill one shift end-to-end and verify the final record supports attendance and payroll.

Common failure modes

Open shifts are visible to too many workers because access filters are weak.
Schedulers broadcast to everyone because recommendations are not trusted.
Responses happen in text messages but do not update the shift record.
A shift is assigned but confirmation and clock-in are not tracked.
The workspace mixes open, requested, filled, and exception records without clear tabs.