Understanding Shift Auto-Approval

Learn how the shift auto-approval system streamlines the marketplace by automatically approving qualified shift claims based on business rules, employee status, and scheduling factors without requiring manager intervention.

What is Shift Auto-Approval?

Shift auto-approval is an intelligent feature that automatically approves eligible shift claims in the marketplace without requiring manager review. This system accelerates the shift-claiming process, reduces administrative burden, and helps fill open shifts more efficiently while still maintaining proper staffing standards and business rules.

How Auto-Approval Works

When an employee attempts to claim a shift from the marketplace, the system runs through a series of checks:

1. Settings Check: First, the system checks if auto-approval is enabled in marketplace settings
2. Eligibility Verification: The system verifies the employee meets all basic requirements for the shift
3. Auto-Approval Rules: The claim is evaluated against specific auto-approval criteria
4. Decision: Based on the outcome, the claim is either:
   • Automatically approved and assigned immediately
   • Sent to managers for review in the approval queue

Auto-approved claims bypass the manager review process entirely, and the shift is instantly assigned to the claiming employee.

Auto-Approval Criteria

The system considers several factors when determining if a shift claim qualifies for auto-approval:

Advanced Notice Factor

Shifts claimed well in advance may be auto-approved:

• Claims made 48+ hours before the shift starts are more likely to be auto-approved
• This gives managers ample time to address any issues if needed
• Early planning is rewarded with faster approvals

Employee Trust Factor

Trusted employees with proven track records may receive automatic approvals:

• Employees with 3+ months tenure
• Staff in senior roles (managers, supervisors)
• Employees with high reliability scores (4.5/5 or better)
• Staff with excellent attendance records (no no-shows, minimal late arrivals)

Same-Day Scheduling Factor

Employees already working at a location on a given day may be auto-approved:

• When claiming additional shifts at the same location on the same date
• This reduces travel burden and improves scheduling efficiency
• The system recognizes when you’re already on-site

Critical Coverage Factor

Critical staffing needs may trigger auto-approval:

• Shifts starting within 24 hours that need urgent coverage
• Positions designated as critical roles
• Roles requiring special certifications or skills in short supply
• Shifts that have been unfilled for an extended period

How to See if a Claim Was Auto-Approved

Auto-approved claims are processed differently than those requiring manager review:

1. Immediate Confirmation: You’ll receive an instant confirmation rather than a “pending” status
2. No Approval Record: The shift won’t appear in the manager approval queue
3. Assignment Indicator: Your schedule will show the shift as “Auto-Approved” in its history
4. Activity Log: The auto-approval will be recorded in your activity history

Manager View of Auto-Approvals

For managers overseeing the shift marketplace:

1. Auto-approved shifts don’t appear in the /admin/shift_claims approval queue
2. The system logs all auto-approvals for audit purposes
3. Managers can see which rules triggered the auto-approval in reporting
4. Auto-approval statistics help refine marketplace settings

Configuring Auto-Approval (For Administrators)

Administrators can configure auto-approval settings:

1. Navigate to Marketplace Settings in the admin panel
2. Toggle the Require manager approval for claims setting:
   • When enabled: Only eligible shifts are auto-approved based on rules
   • When disabled: All eligible shift claims are auto-approved
3. Additional rule customization may be available depending on your subscription level

Benefits of Auto-Approval

The auto-approval system offers numerous advantages:

• Faster Coverage: Critical shifts are filled more quickly
• Reduced Administrative Burden: Managers spend less time on routine approvals
• Employee Satisfaction: Staff receive immediate confirmation for their claims
• Incentivizes Planning: Encourages advance shift planning and claiming
• Rewards Reliability: Trusted employees gain more scheduling flexibility
• Balances Control: Maintains oversight while streamlining processes

Common Questions About Auto-Approval

Will I know if my claim was auto-approved?

Yes. Auto-approved claims show an immediate “Approved” status rather than “Pending” after submission.

Can an auto-approved shift be reversed?

Once auto-approved, a shift assignment follows the same rules as other assignments. Managers can still make changes if necessary, but the standard cancellation policies apply.

Do all businesses use auto-approval?

Auto-approval is configurable by business. Some organizations may require manual review of all claims, while others may heavily utilize auto-approval to streamline operations.

How can I increase my chances of auto-approval?

To improve your auto-approval eligibility:

• Maintain excellent attendance
• Build a history of reliability
• Claim shifts well in advance
• Apply for shifts at locations you regularly work
• Achieve high performance ratings

Related Resources

• Marketplace Overview
• Picking Up Shifts
• Posting Shifts
• Shift Trade Rules

This article should be updated when:

1. The auto-approval criteria or algorithms change
2. New factors are added to the auto-approval decision process
3. The marketplace settings interface is redesigned
4. The way auto-approvals are displayed to users changes