Shift Bidding: A Flexible Scheduling Method for Hourly Teams

As workplaces evolve, so too do the expectations of hourly teams. In industries like cleaning, call centres, security, and facilities, shift-based operations require adaptable work scheduling solutions that meet both organisational needs and employee expectations. One method gaining traction in some countries is shift bidding, a process that gives employees a process that gives employees the opportunity to express preferences for the shifts they work. By allowing workers to express preferences and bid for open shifts, businesses can improve work-life balance while enhancing staffing efficiency. However, shift bidding requires careful consideration to ensure service levels and contractual obligations are not compromised.

But before implementing this method, it’s essential to understand what shift bidding actually involves and how it differs from traditional approaches. Let’s take a look.

What is a Shift Bid?

A shift bid is a process in which employees indicate interest in or preferences for available shifts, often facilitated through a platform like a noticeboard, a shared spreadsheet or an intranet application such as Microsoft SharePoint.

Unlike traditional rostering, where managers assign shifts based on availability or seniority, this method allows employees to share in the scheduling decisions. It enables them to request shifts that align with their personal commitments or peak productivity times. Strong oversight is necessary to maintain service standards, and the process may not suit environments requiring controlled allocation of skilled personnel to specific sites.

How the Shift Bidding Process Works

The shift bid process involves:

1. Posting Open Shifts – Managers post available shifts through accessible means, ensuring broad visibility. This could be a noticeboard, spreadsheet, or software.
2. Bid Period Begins –A defined bid period gives employees time to review shifts and submit their preferences.
3. Employees Place Bids – Staff indicates their preferences, often ranked by priority.
4. Assign Shifts – After the bidding window closes, shifts are assigned based on predetermined criteria such as seniority, skill level, or first-come, first-served.

Understanding the mechanics is the first step. Next, we explore why more businesses are adopting this model by looking at the advantages it offers to both employees and managers.

Benefits of Shift Bidding for Teams and Managers

Shift bidding presents several potential benefits:

• Increased Employee Input – Employees have some input over their working hours, which can increase employee satisfaction.

• Improved Engagement – Workers who feel involved in the scheduling process often experience higher morale, reducing last-minute conflicts.

• Operational Efficiency – Managers may experience reduced demands on their time in handling last-minute changes.

Despite these potential benefits, shift bidding can present challenges that must be considered and carefully managed.

Challenges of Shift Bidding and How to Manage Them

Shift bidding can create issues such as:

• Shift Hoarding – Some employees may repeatedly win high-demand shifts.
• Underbidding –Unpopular shifts may remain unfilled, causing coverage problems.
• Fairness –New or part-time staff might miss out on opportunities.
• Disruption – Sometimes it is better to stick to a predictable structured schedule where there is already a common understanding of what to expect.
• Operational Gaps – Unassigned shifts require manual intervention, affecting service delivery.

To manage these issues effectively, organisations need a clear business process. This includes priority rules, transparency, and possibly integrating shift bidding within broader scheduling strategies.

Best Practices for Implementing Shift Bidding

Implementing shift bidding requires:

• Clear Guidelines – Transparent policies ensure fairness and avoid confusion.
• Team Education – All team members should understand how the system operates and what is expected from them.
• Use the Right Tools – Tools like Excel or Microsoft SharePoint can facilitate the bidding process, as EasyRoster currently does not support direct shift bidding.
• Continuous Improvement – Regularly review the system’s effectiveness and remain open to refinements.

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With platforms like EasyRoster, organisations can streamline implementation and improve shift assignment transparency from day one.

So, which industries are seeing the most success with shift bidding? Let’s take a closer look.

Where Shift Bidding Works Best: Use Cases by Industry

Shift bidding thrives in shift-based environments where demand and staffing requirements vary. Sectors that benefit most include:

• Call Centres – Require flexible coverage for fluctuating call volumes.
• Healthcare – Accommodates staff rotations, emergencies, and extended hours.
• Security Services – Matches shifts with contract timelines and site requirements.
• Cleaning and Facilities Management – Adapts to project-based or seasonal workloads.

These industries rely on scale and adaptability, making them ideal candidates for engaging shift bidding employees through automated scheduling tools.

Conclusion

Shift bidding provides flexibility and can improve morale by allowing employees to indicate shift preferences. However, it’s crucial to balance this flexibility with strong operational oversight. Success lies in a robust workforce management system, clear processes, and team engagement. For many organisations, ensuring that their shift allocation methods comply with contractual obligations and align with service commitments is essential to maintain operational excellence.

Considering shift bidding for your team?  Schedule Your Demo to see how our consultants can help you with smarter, faster scheduling.