Allocating a job to an employee as you post it

When you already know who is working a shift, posting it as open and allocating afterwards is an extra step you do not need. Direct allocation lets you choose the employee as part of posting the job, so it goes out already allocated.

Previously this only worked through teams, which meant setting up a one person team for a new starter or going to the calendar to allocate them. You now get a single searchable list of every employee who can work the shift, with teams as an optional filter.

Before you begin

• This is available in Agency Accelerator on the web, for jobs you post for your direct clients.
• It works for single vacancy jobs that do not repeat. Jobs set to recur, or with more than one vacancy, use broadcasting instead.
• Posting for direct clients is available to approved agencies.

Allocating the job while you post it

1. Start posting the job as you normally would and fill in the job details on step 1.
2. Move on to step 2, Additional settings.
3. Find Direct allocation.
   
   [Screenshot: step 2 Additional settings with the Direct allocation employee list]
   
   
4. Start typing part of the employee's name to narrow the list, or use the Team filter if going by team is quicker. Clearing the filter brings the full list back.
5. Select the employee who will work the shift.
6. Finish the rest of step 2 as usual, including job notes and your PO number, then post the job.

The job is created already allocated to that employee, and they receive the same allocation notification they would have received if you had allocated them after posting.

Who appears in the list

The list only shows employees who can actually work that shift, based on the details you entered on step 1. An employee is included when they are compliant, are the right worker type, have no clashing booking, and are within their visa hours where those apply.

An employee with no availability set counts as available, which is what makes this work for a new starter who is not on the rota yet.

Because only eligible employees are listed, there is no way to allocate somebody who does not qualify. If the person you expected is missing, that is the place to start looking.

Direct allocation and broadcasting

The two cannot be used together on the same job. If you select an employee and then switch to broadcasting, your selection is cleared, and the same applies the other way round. Everything else on step 2 works the same whichever you choose.

When direct allocation is not available

Direct allocation is switched off for recurring jobs and for jobs with more than one vacancy, and you will see a message explaining why. Broadcasting is still available for those jobs, so you can post them as normal and allocate afterwards.

If something looks wrong

The list says there are no eligible employees. Nobody on your books matches the shift as it stands. You can still post the job as open and fill it the usual way, or go back to step 1 and check the details you entered.

An employee you expected is missing. Check their compliance, that they are the right worker type for the job, that they are not already booked at that time, and that the shift would not take them over their visa hours.

Your selected employee disappeared. Switching to broadcasting clears the selection, and going back to step 1 resets step 2. Return to Direct allocation and choose them again.

You allocated the wrong person. The employee can reject the job, and you can cancel it, exactly as you could before.

If something still does not look right, get in touch with the Care Hires support team with the job details and the employee's name.