The Job Board is a centralised space where you can post vacant shifts for staff to view and accept through the ShiftCare app. It reduces admin time, improves shift visibility, and empowers staff to self-manage their availability.
📝 Note: Job Board is only available on Professional and Premium plans.
What Happens When You Add a Shift to the Job Board?
After adding a shift to the Job Board, staff members will see the available shift in their app and can either:
Take the shift: It will be auto-assigned to them if you choose 'Approve automatically'.
Apply for the shift: You will be able to review applications and select who gets the shift if you choose 'Require approval'.
You can set the default status of Job Board shifts by navigating to Account > Settings > Scheduler. Click 'Edit' and select from the 'Job Board Shift Assignment Default Status' dropdown menu.
Adding Shifts to the Job Board
Shifts can now accommodate multiple staff members simultaneously. Each shift contains individual 'slots' for staff members, and each slot is managed entirely independently of the others.
You can manage the specific slots available on that shift directly from the editor.
Basic Edit Mode
Click on '+ Shift' or any cell on the Scheduler.
In the Carer section, click the dropdown to add staff slots:
Assigned: A specific staff member is booked for this slot.
Vacant: An internal placeholder slot that is not visible to staff.
Job Board: Selecting Job Board will publish the slot for staff to apply. Once selected, a configuration section will appear. Here, you can choose to place the shift on a Waitlist (see below), choose whether applications require manual approval or are approved automatically, and define your Job Board Criteria.*
Switch to Advanced Edit to assign multiple staff members.
After filling out the necessary sections, click 'Save'.
*Use the Job Board Criteria dropdowns to control exactly who can see the shift:
Teams: Limit visibility to specific teams or set no restrictions.
Carer qualification matching: Require strict qualification matches, allow partially qualified staff, or set no restrictions.
Distance from shift location: Set a specific travel radius or allow 'Any Distance'.
Clicking 'Detail Requirements' will bring you to the Advanced Edit page.
Advanced Edit Mode
To assign multiple staff members and for more filtering options, click 'Advanced edit'.
In the Choose Carer section, use the dropdown menu to add as many staff slots as you need. You can mix and match different statuses within a single shift (Assigned, Job Board, or Vacant).
Once added, a dedicated settings panel will expand for each individual slot so you can configure them independently.
After filling out the necessary options, click 'Save'.
Waitlist
You can allow staff members to join a Waitlist for a shift, even after all the slots have been filled.
When you toggle 'Applicant Waitlist' to on for a specific slot:
The shift will remain visible on the mobile Job Board for staff, even after it is fully assigned.
Staff can tap 'Join Waitlist' in their app. They can also tap 'Leave Waitlist' to retract their application.
If the originally assigned staff member becomes unavailable, you can open the shift's advanced edit page, view the Waitlist Applicants, and click 'Assign' to immediately promote a waitlisted staff member into the shift.
How to Add an Existing Shift to the Job Board
Drag and Drop
Filter the Scheduler view to the 'Staff' view.
Drag a shift to the Job Board row in the Scheduler.
The staff member originally assigned to the shift will be unassigned, and the shift will automatically open to the 'Advanced edit' page.
Edit the shift to add any filters or change assignment settings. Click 'Save', and the shift will now appear in the Job Board row.
Recurring Shifts
Shifts in a recurring series can be posted to the Job Board. For existing series, you can choose to post just a single shift, the entire ongoing series, or only the shifts that fall within a specific date range.
Individual shifts posted on the Job Board remain part of the series, so future edits still apply unless manually overridden. Staff members can apply for each shift individually.
What Do Staff Members See When a Job is Posted?
When a shift is posted:
Push notifications are sent to eligible staff members.
Shifts appear in their Job Board section, where they can then view all the details for the shift. The Job Board section can be accessed by tapping the three horizontal lines located at the upper left corner of the screen.
Depending on the shift settings, staff members will see different buttons:
Take Shift: Appears if the slot is set to 'Approve automatically'.
Apply for Shift: Appears if the slot requires admin approval.
Join Waitlist: Appears if the slot is full but the Waitlist feature is enabled.
Leave Waitlist: Appears if the staff member is already on the waitlist.
Shift Conflict Alerts
When viewing a job in the mobile app, staff will now see a Shift Conflict Alert if the shift overlaps with another shift they are already rostered on.
If a conflict exists, an alert message saying 'Shift Conflict Detected' is displayed in the Job Board calendar view.
The Take Job / Apply to Job button will be disabled.
This prevents double bookings, saves time, and reduces scheduling errors for admins.
You can disable this feature by navigating to Account > Settings > Scheduler and toggling 'Allow staff to apply for conflicting job board shifts' on.
When enabled, staff can apply for job board shifts even if they have an overlap with their existing roster. This only applies to shifts listed as 'Require Approval'.
What Happens After a Shift is Taken or Applied to?
Automatically Approved Shifts
Staff: The shift moves to the 'My Schedule' section of the app, with all their other rostered shifts.
Scheduler: The shift moves to the staff member’s row.
Shifts That Require Approval:
Staff: They can still view the shift in the Job Board section (indicating that they have already applied) and remove/cancel their application.
Scheduler: The shift will remain in the Job Board row, where, in the bottom right-hand corner, you will be able to see the number of applications for the shift.
Clicking the shift will display a 'Job Applicants' section, where you can view all the staff members who have applied for the job. To accept an applicant, click the 'Accept' button to the right of their name. The shift will then be moved to the staff member's row in the Scheduler and marked as 'booked'.
Admin will also receive an email displaying shift applicants. Click 'View Service Details' to open the shift details drawer. You can unsubscribe to these email notifications by unselecting 'Job Board Applications' from your Subscribed Email Categories.
The staff member will be notified that the shift has been assigned to them.
Other staff members who applied for the same shift will be notified that they were not selected.
Read this in-depth guide on our Smart Match feature to learn how to assign the right staff member based on how well their qualifications match the client's requirements.
Frequently Asked Questions (FAQs)
Why can multiple staff members claim the same shift on the Job Board?
If the Ignore Staff Count setting is enabled for a shift, the Job Board will allow an unlimited number of staff members to claim it, regardless of the required staff count.
To restrict the shift to the specified number of staff, disable the Ignore Staff Count setting. Once disabled, staff will no longer be able to claim the shift once the required number of positions has been filled.
For further assistance with Managing the Job Board, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support@shiftcare.com.