Fill Gaps in Your Rota with Ease using HR Duo's Open Shift Management

Managing shift schedules is a constant challenge in industries such as hospitality, retail, healthcare, and manufacturing, where last-minute changes, staff shortages, and fluctuating demand are common. A single unfilled shift can put extra strain on your team, impact customer service or operations, and even affect compliance with working time regulations.

The Cost of Unfilled Shifts

Staff shortages and shift gaps have a major impact on operations, productivity, and employee well-being. In the UK and Ireland, unplanned absences and shift gaps cost businesses over £18 billion annually in lost productivity and increased strain on remaining staff. This added pressure leads to higher levels of burnout and turnover, with 79% of shift-based workers in the UK and Ireland reporting stress due to last-minute schedule changes (Personnel Today).

Traditionally, when gaps appear in the rota, managers scramble to find cover—calling employees, sending messages, or manually reassigning shifts. This is time-consuming, inefficient, and stressful. But what if there was a faster, automated way to get shifts filled?

That’s exactly what our new Open Shift Management feature is designed to do. With this latest update, you can share open shifts with your employees in real time, allowing them to accept available shifts directly through the HR Duo app, or via email. No more last-minute scheduling panic—just a streamlined, efficient way to ensure every shift is covered.

How Does It Work?

With this new addition to our shift scheduling and digital rotas, any unassigned shifts can be shared with employees directly through the HR Duo app or via email. Employees can then accept shifts instantly, helping you fill gaps faster and maintain smooth operations.

Choose How Shifts Are Accepted

Decide what happens when an employee accepts an open shift:

• First come, first served – Employees can accept shifts instantly, with no manager approval required.
• Manager notified – Managers receive a notification about who has picked up the shift.
• Manager approval required – Employees request a shift, and managers approve who gets assigned.

🔒 Set Restrictions

Control who can pick up available shifts by restricting offers to staff with the right qualifications or role. This ensures that only suitably trained employees can fill certain shifts, helping to maintain compliance and service quality.

Why This Matters

 This new feature is more than just a convenient way to fill gaps. It directly addresses some of the biggest workforce challenges faced by businesses in the UK and Ireland today.

• Reduce last-minute scheduling stress – Instead of managers spending hours calling staff to fill shifts, employees can claim them independently, improving efficiency and reducing admin time. Studies show that 63% of shift workers want more control over their schedules (Resolution Foundation).
• Ensure the right people fill the right shifts – Open Shift Management ensures that only qualified employees can take on roles that require specific expertise.
• Maintain full control – You decide whether shifts are auto-accepted or require approval, ensuring flexibility while maintaining oversight.
• Improve team communication – Employees are instantly notified of available shifts, reducing confusion and last-minute scrambles to cover gaps.
• Boost employee satisfaction and retention – Giving employees the ability to choose extra shifts when it suits them enhances work-life balance and job satisfaction, which can help reduce turnover in high-churn industries.

Why Now?

With ongoing staff shortages across multiple sectors, businesses need smarter workforce solutions. The ability to quickly and efficiently fill shifts isn’t just an operational improvement—it’s a business necessity. HR Duo’s Open Shift Management feature enables businesses to fill gaps faster, reduce administrative burdens, and create a more agile, employee-friendly scheduling process.

Ready to see how it works? Book a free demo today and experience the difference HR Duo can make to your workforce management.