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Why Can’t Staff Pick Up an Open Shift That Overlaps With Their Current Shift?

If staff members are already scheduled for a shift that overlaps with another shift — even by a small amount — the system will prevent them from picking up that shift. This rule helps avoid accidental double-booking or scheduling conflicts. However, managers can easily adjust the shift to make more staff eligible to pick it up.

 

 

Example Scenario

Miriam is scheduled for a Morning CNA shift:

6:00 AM – 3:00 PM

Calle is scheduled for an Afternoon CNA shift:

2:30 PM – 11:00 PM

Because these shifts overlap by 30 minutes, the system will not allow Miriam (or other morning shift CNAs) to pick up Calle's shift if it becomes open.

To allow morning staff to pick up the shift, the overlap must first be removed.

How to Adjust the Shift to Allow More Staff to Pick It Up

Step 1: Adjust the Shift Time

Before marking the shift as a Callout, No Call No Show, Reassign or Swap:

  1. Open the shift assigned to Calle.

  2. Adjust the shift start time from 2:30 PM to 3:00 PM.

  3. Save the change.

This removes the overlap with the morning shift.

Step 2: Mark the Shift as a Callout

Once the shift time has been adjusted:

  1. Open the shift again.

  2. Change the Status to Callout, No Call No Show, Reassign or Swap

  3. Select one of the available actions:

    • Notify Available Staff

    • Schedule a Staff Member

Step 3: Allow Staff to Pick Up the Shift

Because the overlap has now been removed:

  • Staff who worked the morning shift are now eligible to pick up the afternoon shift.

  • This increases the pool of available staff who may be willing to work a double shift.

Why This Step Matters

Even small overlaps — such as 15–30 minutes — will prevent staff from being eligible for open shifts.

By quickly adjusting the shift time before posting the callout, managers can:

  • Increase the number of eligible staff

  • Fill shifts faster

  • Reduce staffing gaps

  • Avoid scheduling conflicts

Tip: Always review shift times when posting open shifts to ensure they do not unintentionally overlap with other scheduled shifts.