Shift Bidding

In this article, we take a closer look at the concept of shift bidding. What it is, how it works and the best ways businesses can benefit from it.

What is a shift bid?

A shift bid is when employees have the opportunity to bid on available shifts based on their preferences and qualifications.

Instead of managers assigning shifts, employees “bid” for the ones they prefer. This gives them more say in their schedules, and you more time to focus on running the business. Win-win, right?

It’s especially useful if you’ve got:

• A flexible workforce (think: hospitality, retail, healthcare)

• Shifts that vary a lot

• Staff who value work-life balance or have other commitments

But it’s not a free-for-all. There are clear steps and rules behind it.

How does shift bidding work?

Here’s how the process looks, step by step, from your side and theirs.

Step 1: You post available shifts

You decide what shifts need covering and when. These go into your shift management system (or spreadsheet, if you’re still old school), marked as open for bidding.

Include key details like:

• Date and time

• Role needed

• Location (if relevant)

• Any skill or certification required

Step 2: Employees place their bids

Team members log in and bid for the shifts they want. Some systems let them:

• Rank their preferences (e.g. 1st choice, 2nd choice)

• Only bid on shifts they’re qualified for

• Add comments or notes (e.g. “happy to work late if needed”)

This part gives staff some control which is great for morale and flexibility.

Step 3: You review and approve bids

Once everyone’s had a chance to bid, you or your managers review the list. Most systems will help you:

• See who’s qualified and available

• Spot any shift gaps or double-ups

• Prioritise based on company rules (e.g. seniority, fairness, hours worked)

You then lock in the final shift.

Shiftbase handles this with open shifts rather than bids: in Shiftbase's employee scheduling, you post a shift as open, invite the staff who are available, and they claim it in the app.

Benefits of shift bidding

Shift bidding works best when the shifts on offer are genuinely optional and everyone knows the rules for who gets them. Done well, it gives you:

• Fewer gaps to chase. Staff pick up the shifts they want, so you spend less time asking around.

• Fairer access to extra hours. Everyone sees the same open shifts at the same time, instead of whoever you happen to message first.

• More say for your team. People can fit extra hours around study, childcare or a second job.

Common pitfalls and how to avoid them

• The same people win every time. Agree a tie-break rule up front, such as rotation, seniority or fewest hours this month, and stick to it.

• Bids that break working time rules. Check that an accepted bid doesn't take someone past their contracted hours, the 11 hours' rest between working days, or the 48-hour average week under the Working Time Regulations 1998 unless they have opted out.

• Unpopular shifts stay empty. Pair bidding with a premium or a rota rule for nights and weekends so those shifts still get covered.