Last-minute changes happen to everyone. But you don’t need to manually negotiate shift swaps with team members one by one.
On-Call Optimizer provides a simple one-step process to initiate a swap request, removing the hassle and taking advantage of existing information to smooth the process.
Using existing knowledge to minimise disruption
When a swap is required, On-Call Optimizer considers the existing availability information collected from each team member’s calendar(s) as well as information about the current state of the schedule with regards to the balance and quality of assigned shifts.
Using this existing knowledge, On-Call Optimizer is able to build a prioritized list of which members are most likely to be able to accept the request while also ensuring that the overall balance and fairness of shift allocations amongst the team can be maintained over time.
Depending on the amount of time available before the start of the shift being swapped, On-Call Optimizer will intelligently decide whether this can happen in a serial fashion with each member being individually asked to respond in turn based on their position in the prioritized list, or in the case of a shift starting imminently whether to notify all team members of the request immediately.
Regardless of the approach chosen, you benefit from On-Call Optimizer handling the tedious work of checking with each member for their response while ensuring that the interruption and responses required from the team are minimized.
Flexible response options
Members responding to a swap request are able to choose from four options:
- To simply take the shift
- To swap the shift with one of their existing shifts.
- To defer their response, asking On-Call Optimizer to continue checking with other members, before coming back again if nobody else accepts the shift.
- To decline the request.
These response options strike a balance between achieving an answer for the requesting member currently assigned to the shift in a prompt fashion and providing the responding member with flexibility in how they communicate their ability or willingness to participate in the swap.
The prioritization that On-Call Optimizer applies to the order in which members are asked to respond means that often the schedule ends up in a better state than prior to the request, as the first members offered the chance to respond will be those who are currently below their target assignment of shifts.
In situations where the specific pattern of member availability leads to a swap that creates or worsens schedule imbalances, On-Call Optimizer ensures that future assignments compensate by allocating fewer shifts to members who took extra shifts in response to swap requests.
Streamline your swap process today
On-Call Optimizer transforms the frustrating experience of managing last-minute schedule changes into a hassle-free process that respects everyone’s time.
Using existing availability information, considering schedule balance and quality and minimizing disruptions, it ensures that your on-call schedule remains fair and effective, even when plans change unexpectedly.
Ready to eliminate the headache of manual shift negotiations? Sign up for On-Call Optimizer today and experience the scheduling flexibility that can transform your on-call practice into a tool of growth and performance.
