Introduction
Staffing requests allow schedulers to ask a worker to take a specific shift while giving the worker an opportunity to accept or decline the assignment. Understanding how requests work can help you manage staffing needs, replacements, and worker confirmations more efficiently.
Overview
A staffing request is an invitation for a specific worker to work a specific shift. Unlike a published shift, where an open shift can be made available to a group of eligible workers, a staffing request is directed to an individual worker.
When using the Assignment View, Nowsta provides several options for filling an open shift:
Assign Worker — Places the worker on the shift without sending them a notification. This is similar to penciling a worker into a shift.
Request Worker — Assigns the worker to the shift and sends them a request. The worker can accept or decline.
Manually Confirm Worker — Immediately confirms the worker without allowing them to accept or decline.
The Assignment View also allows schedulers to filter workers based on factors such as conflicting shifts, weekly confirmed hours, availability, worker or staffing agency status, and tags.
How to Manage Staffing Requests
1. Find an Open Shift
Open the event in Nowsta.
Select an open or unfilled shift.
The Assignment View will open.
Review the available workers using the available filters.
You can use filters to help identify workers who are available, qualified, appropriately tagged, and do not have conflicting assignments. You can also distinguish between your own workers and staffing agency placeholders.
2. Send a Staffing Request
Once you identify the worker you want to ask:
Select Request Worker next to the worker's name.
The worker is assigned to the shift and receives a request to work.
The worker can review the request and accept or decline it.
Monitor the request until the worker responds.
Selecting Request Worker is different from simply assigning the worker. A requested worker receives a notification and has the opportunity to accept or decline.
3. Confirm the Worker
Once the worker accepts the request, the assignment can proceed through the normal confirmation workflow.
If you need to confirm someone immediately without waiting for their response, use Manually Confirm Worker. This confirms the worker directly and does not give them the opportunity to accept or decline the shift.
Staffing Request Lifecycle
A staffing request generally follows this workflow:
Worker selected → Request sent → Worker reviews request → Worker accepts or declines → Assignment is confirmed or another worker is requested
Request Sent
The scheduler requests a specific worker for an open shift. The worker receives a request to work the shift.
Accepted
The worker accepts the request and agrees to work the shift.
Declined
The worker declines the request. If the shift still needs to be staffed, the scheduler can request another eligible worker.
Replacement
If a worker declines, becomes unavailable, or can no longer work the shift, the scheduler can identify another qualified and available worker and send a new request.
Accepting and Declining Requests
Workers can review staffing requests and decide whether they can work the shift.
When a worker accepts, they are indicating that they can take the requested assignment.
When a worker declines, they are indicating that they cannot take the assignment. The scheduler should then review other eligible workers if the shift still needs coverage.
If a worker has not responded, continue monitoring the request and consider requesting another worker if the shift needs to be filled by a specific deadline.
Staffing Agencies
The Assignment View can distinguish between your own workers and staffing agency placeholders. This allows you to consider both internal workers and agency staffing options when filling an event.
When staffing an event through an agency, follow your normal staffing-agency workflow and make sure the appropriate worker or agency resource is associated with the shift.
If an agency worker needs to be replaced, review the available agency staffing options and request an appropriate replacement.
Replacement Requests
A replacement may be needed when:
A worker declines a request.
A confirmed worker becomes unavailable.
A worker has a scheduling conflict.
A worker can no longer work the event.
The shift remains unfilled.
To request a replacement:
Review the open or unfilled shift.
Use the Assignment View to identify another qualified and available worker.
Review their availability, existing schedule, and other relevant information.
Select Request Worker.
Monitor the new request until the worker responds.
When replacing a worker, avoid creating a new scheduling conflict by checking the replacement worker's existing assignments first.
How Staffing Requests Differ From Published Shifts
Staffing requests and published shifts are both used to fill open positions, but they work differently.
Staffing Request | Published Shift |
Directed to a specific worker | Can be made available to multiple eligible workers |
Worker receives a request for a specific shift | Workers receive or see an available shift opportunity |
Worker can accept or decline the request | Workflow depends on the publishing method |
Useful when you already know who you want to work the shift | Useful when you want to find workers to fill an opening |
Can be used to request a replacement worker | Can help reach a larger pool of eligible workers |
For example, if you already know that John is the best fit for an open shift, you can request John directly. If you need to find someone from a larger pool of eligible workers, publishing the shift may be more appropriate.
Alternative Method
Manually Confirm a Worker
If you have already confirmed with a worker outside of Nowsta and do not need them to accept or decline the shift in the system, you can use Manually Confirm Worker.
This immediately confirms the worker and does not send them a request to accept or decline.
Assign a Worker Without Sending a Request
You can also use Assign Worker when you want to place a worker on the shift without sending them a notification.
This can be useful when you are building or preparing a schedule before communicating the assignment to the worker.
Troubleshooting
The worker did not receive the request
First, confirm that you selected Request Worker rather than Assign Worker.
The Assign Worker action does not notify the worker, while Request Worker sends the worker a request to work the shift.
Also verify the worker's notification settings and contact information.
The worker declined the request
If the worker declines and the position still needs to be filled, use the Assignment View to identify another qualified and available worker and send a new request.
The worker is unavailable
Review the worker's availability before sending a request. The Assignment View provides filters for worker availability and conflicting shifts to help identify suitable candidates.
The worker has another shift at the same time
Review the worker's existing schedule before requesting them. The Assignment View can filter workers based on whether they have a conflicting shift.
If the worker can legitimately work both assignments, confirm that the schedule and travel requirements are reasonable before proceeding.
I need to fill a shift quickly
If you already know who should work the shift, you can request that specific worker or manually confirm them when appropriate.
If you need to find someone from a larger pool, consider using a published shift instead.
I need to replace a worker
Review the open position and use the Assignment View to identify another worker who is qualified, available, and does not have a conflicting assignment. Send the replacement worker a request and monitor their response.
Important Notes
Assign Worker, Request Worker, and Manually Confirm Worker are different actions.
Assign Worker places the worker on the shift without notifying them.
Request Worker assigns the worker and sends them a request that they can accept or decline.
Manually Confirm Worker immediately confirms the worker without allowing them to accept or decline.
Review worker availability, existing shifts, weekly hours, tags, and other relevant information before sending a request.
Staffing agency placeholders can be identified in the Assignment View when determining staffing options.
If a worker declines or becomes unavailable, request another qualified worker to fill the position.
A staffing request is directed to a specific worker, while a published shift can be offered to a broader pool of eligible workers.
If you manually confirm a worker, they do not receive the normal opportunity to accept or decline the request.
Summary
Staffing requests are useful when you want to ask a specific worker to take an open shift. From the Assignment View, you can assign a worker without notifying them, request a worker and allow them to accept or decline, or manually confirm a worker immediately.
When a request is declined or a worker becomes unavailable, review the Assignment View to find a qualified replacement. For situations where you want to reach a larger pool of workers rather than request someone individually, consider using the shift publishing workflow instead.
Need More, Help?
Please contact support@nowsta.com. We're happy to help if you have questions about staffing requests, worker assignments, replacements, or confirmations.