Worker Requests

Introduction

Do you use contract workers for a some of your jobs? Many Arrivy companies have a pool of regular part-time workers they call or email when full-time staff is unavailable or when additional jobs have been scheduled. However, it takes a lot of time to contact and coordinate these providers. Arrivy’s Worker Requests feature dramatically reduces the amount of work to contact and confirm these contract workers, allowing you to create “campaigns” for particular jobs that will automatically send emails/SMS’ and coordinate responses.

Flowchart for Arrivy Worker Requests

Flowchart for Arrivy Worker Requests

Using “Worker Needed” Placeholders in Tasks

The most convenient way of facilitating a Worker Request campaign is to use Worker Needed placeholders in Task assignments. The Task Details page provides the ability to assign Team members and Equipment to a Task. In addition to the list of your Team members you will also see a Worker Needed placeholder. This Worker Needed placeholder is intended to be used by the Worker Request tool to identify how many additional workers are needed for a particular Task. Your Scheduler can assign as many Worker Needed placeholders to a Tasks as people needed to service the job. 

Worker needed placeholder in Task Details

Worker needed placeholder in Task Details

Using Worker Needed placeholders is optional, but recommended. The Worker Request tools uses them to automatically calculate the number of additional workers needed. But, a Scheduler could also specify that number manually in the Worker Request tool.

The Worker Request Dashboard

The Worker Request tool can be found under the Workflow nav. The first screen shows the Worker Request Dashboard which summarizes the state of all requests. It displays status, tasks filled, staff needed and provides a way to get to the details of a Worker Request campaign. Note that Requests that have not been sent can be Edited or Deleted. Those that have been sent cannot be changed. They can only be Viewed or Cancelled.

The Worker Requests Dashboard

The Worker Requests Dashboard

Requests can have a number of different states:

  • Editing (information missing)
  • Unscheduled (information complete except for schedule)
  • Not sent (information complete, but scheduled in the future)
  • Sent
  • Filled (Sent + enough responses to fill all worker requests)
  • Partially Filled (Sent + enough responses to fill some worker requests)
  • Cancelled (Sent but then retracted)

Creating a Worker Request

Clicking on the New Request button brings up the New Request dialog, providing the opportunity to set the date and enter a name/description for the Request. 

Worker Requests - New Request page

Worker Requests – New Request page

Clicking Create brings up the 4-Step Request detail pages: 

  1. Tasks: Select Tasks that need additional help
  2. Team: Select Team members who will receive the Request
  3. Messages: Review and customize Request messages and responses
  4. Schedule: Schedule or send the Request to target team members

You will need to complete the 4 detail pages in order to execute your request.

Tasks

The Tasks page presents a list of all the Tasks scheduled for the Request date. Select the Tasks that you need additional manpower for, bearing in mind that each Request covers a single time span (e.g. September 6, 2019 from 8:30 AM – 4:30 PM). As you select these Tasks, the Request start/end times will update automatically based on the time span represented by the chosen tasks. These times can be edited and you can use the handy Add 30 min to Start or Add 30 min to End to quickly increase the duration to include additional time, if needed.

Selecting Tasks needing workers, for Worker Requests

Selecting Tasks needing workers, for Worker Requests

If you have used Worker Needed placeholders when you created the Tasks, Arrivy will automatically figure out the number of additional crew members needed. The calculation is a simple one. For example, if you need 1 person from 8 AM – 12 PM, and 2 people from 1 PM – 5 PM, Arrivy will suggest you need 2 people. This number can easily be hand edited and if you don’t use Worker Needed placeholder, you’ll need to enter this number by hand. By identifying the time span and the number of Team members needed, you will have specified the main elements of your Request.

Team

The Team page lets you select the crew members to send the Request to. By default, the page lists all the people associated with your organization that have Arrivy accounts. But, you can use the Filter button to narrow the list. Often, Worker Requests go out to temporary workers who are provided with free, Limited Access Arrivy accounts. Note that workers must have an Arrivy account in order to be sent a Worker Request. You can use the Team tab on the main navigation bar to create new Arrivy accounts or people you would like to include in Worker Requests.

Select Team members to send Worker Request to

Select Team members to send Worker Request to

Note: Like all emails and SMS messages, Team members can unsubscribe from receiving Worker Requests. Team members who have unsubscribed are rendered in gray and disabled.

Messages

The Messages Page allows you to view and customize the messages that will be sent as part of the Worker Request. There are 4 messages:

  1. The Request: The invitation that goes out to specified Team members.
  2. System response if accepted: If a Team member applies to a request and there are slots available, they are sent an “accepted” message.
  3. System response if rejected (i.e. the job is already filled): If a Team member applies to a request and all slots have been filled, they are sent a “rejected” message.
  4. Job cancelled: If the Scheduler cancels the Worker Request after it has already been sent, a “Job Cancelled” message is communicated.
You can customize messages sent to Team members

You can customize messages sent to Team members

The Messages Page lets you customize an instance of the Worker Request message. This is provided so that you can add more detail–if needed–to the assignment. It’s also possible to edit the master version of these Worker Request messages which will propagate to all new Worker Requests. You can find master messages under Settings > Messages and then selecting the Worker Requests tab. Like all Arrivy messages, you can use dynamic fields (such as customer_name, company_name) in message composition. Changes made to message masters will be available in newly created Worker Requests.

Modify the Worker Request message masters in Settings

Modify the Worker Request message masters in Settings

Schedule

The Schedule Page is for scheduling when the Request will actually be sent. It allow you to specify the communications medium (email. SMS, both) and the date/time for delivery. Alternatively, the Send Now button lets you execute the Request immediately.

Responses

Once a Request has been sent, the Responses page becomes available. As the name indicates, the Responses page identifies the responses of team members who have been sent the request as well as who has been accepted for the job. Currently, Arrivy accepts the first workers who apply to the Request until all slots have been filled. If the Tasks selected for the Request used Worker Needed placeholders, selected Team members will be automatically assigned to those jobs.