Skip to main content

Booking shifts

Booking a shift means assigning a suitable candidate to scheduled work and confirming the booking. In the current CRM, shift and booking work is handled through scheduling views and the related vacancy, shortlist or contract records.

Finding candidate availability​

The Scheduling page includes Candidate Forecast and Shift Availability views. Use these to see which candidates are available over future months and to narrow the candidate set with filters.

  1. Open the Scheduling page.
  2. Use Candidate Forecast to review availability and booking patterns over time.
  3. Use Shift Availability when you need the availability-focused view.
  4. Apply filters to focus on the relevant candidate group.

Finding a matching candidate​

When reviewing a vacancy, shortlist or schedule, use candidate matching and availability to identify suitable candidates. Matching can take account of:

  • Availability on the shift date and time.
  • Location preferences and travel range.
  • Grade or band required by the role.
  • Speciality or skill tags, where the role asks for them.

Use the filters at the top to narrow further. For example, restrict to candidates who have worked at this location before.

When you have picked a candidate, continue from the relevant record:

  • From a vacancy, use Open in Scheduler where available.
  • From a shortlist, use Book when the candidate is ready to be booked.
  • From a contract, use the Schedule tab to review the agreed working pattern.

Confirm the dates, times, location, rate-card details and approval evidence before completing the booking.

Reassigning if the candidate drops out​

If the original candidate cannot work the booked shift:

  1. Open the related vacancy, shortlist or contract.
  2. Review the schedule and candidate availability.
  3. Update the booking or create the replacement booking using the available action for that record.
  4. Record the reason and notify the affected candidate or client through your normal communication process.

Cancelling a shift​

To cancel a confirmed shift, open the related booking or contract schedule, use the available cancel or update action and add a reason for the record. Notify the candidate and client through your normal communication process.

Late cancellation

Cancelling a confirmed shift can trigger a cancellation fee depending on your client's rate card.