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Fill-in finder

The fill-in finder is a great way to fill a shift at late notice, and can be used while working on any published roster

Ento’s fill-in finder will help you:

  • Identify all suitable employees available for an unassigned shift
  • Contact them to confirm availability
  • Receive their response
  • Allocate them to the shift

To start a new fill-in request:

  1. In Role view (of a published roster) create a new shift as normal, but under the employee drop down option select ‘Offer employees to fill-in’
  2. Click ‘Save’, and the panel will slide across into the Fill-in Finder panel.
  3. Select all employees that you would like to offer the shift too, or tick the box next to ‘Available’ to include all available employees.
  4. If possible, you will be able to choose to assign the shift directly or offer the fill-in.
  5. After clicking ‘Offer to fill in’, you’ll be asked to choose the ‘Fill mode’
  6. Choose whether a manager should make the final selection once employees submit their availability, or if the shift can be assigned to the first employee to accept it
  7. Edit (or leave) the offer message that will be sent to the chosen employees.
  8. Finalise the fill-in by clicking ‘Offer’.

Note: That the eligible staff list will only include those who can work the role the shift is for, AND who are not rostered on somewhere else at the shift time. Every staff member you select will be contacted, and you will be notified as they respond. Once a staff member has been assigned to the available shift, the system will advise anyone who enquires that someone else has already filled the shift.


Choosing a fill-in

When a fill-in shift is marked as ‘Final selection by manager’ and you’re notified that a fill-in shift is available, return to the roster housing that shift.

  1. The shift in question will have originally looked like this:
  2. The line will then turn green if someone has replied that they can fill in:
  3. Double-click the shift to edit it. The notification card on the panel will advise how many people can fill-in and clicking ‘View’ will take you to the fill-in finder to confirm one.
  4. Once you view this list of employees, simply choose to assign one – the employees with a tick have responded that they’re available.
  5. Once someone has been assigned to the available shift, the system will advise anyone who enquired that the shift has been filled by someone else.
  6. If you need to fill multiple shifts, read up here on Shift batches.

Where to now?

Exporting and printing rosters

Other related articles

Shift batches

Shift history

Clocking in, requesting leave and more

New manager? Start here!

A closer look at how it all works

Quick answers to common questions

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