Open Shift Policy Template for Hourly Employees (Copy-Ready, Multi-Location)
A copy-ready open shift policy for hourly staff: posting, claim rules, approval checks, unclaimed shifts and extra rules for multi-site teams.
On this page
- What an Open Shift Policy Template for Hourly Employees Should Cover
- Pick a Claim Model That Fits Your Team
- Copy-Ready Open Shift Policy Template
- Extra Rules for Multiple Locations
- How ClockLap Handles Open Shifts
- FAQ
- What is an open shift?
- Can managers require approval before an employee picks up an open shift?
- How far in advance should open shifts be posted?
- How do I stop the same employees from taking every open shift?
An open shift policy template for hourly employees gives your team one set of rules for who can claim an unassigned shift, how fast it gets filled, and when a manager steps in. The short answer: post open shifts to every qualified employee at the same time, pick one fair way to choose between claimants, check hours and rest before approving, and set a deadline after which the manager assigns the shift. Below is a copy-ready template you can edit, plus the extra rules you need if you run more than one location.
What an Open Shift Policy Template for Hourly Employees Should Cover
Most open shift problems come from rules nobody wrote down. A written policy answers seven questions:
- Scope. Which shifts count as “open,” and which employees can claim them.
- Posting. Where open shifts are posted, and how long they stay open for claims.
- Eligibility. Which roles, training and locations an employee must be cleared for.
- Choosing between claimants. First come, first served, seniority, fewest hours, or a rotation.
- Approval checks. Overtime, rest between shifts, availability and budget.
- Unclaimed shifts. What happens when nobody picks it up before the deadline.
- Records. What gets logged so you can show the process was applied evenly.
Pick a Claim Model That Fits Your Team
The hardest decision is how to choose when more than one person wants the same shift. Each common model has a trade-off:
| Claim model | Works well when | Watch out for |
|---|---|---|
| First claim wins | Shifts need filling fast and most staff are equally qualified | Staff who check their phone most get the most hours |
| Seniority | You have a union agreement or long-standing seniority culture | Newer staff may never get extra hours and leave |
| Fewest hours this week | You want to spread hours and limit overtime | Someone who badly wants more hours may lose out repeatedly |
| Rotation list | You want visible fairness across a stable team | The list needs updating every time someone joins or leaves |
| Manager choice | Shift needs a specific skill (keyholder, lead, certified role) | Easy to slide into favouritism; record the reason |
Many teams combine two: for example, first claim wins inside a claim window, with ties broken by fewest scheduled hours. If you have a collective agreement, check it first, since it may already set the rule.
Copy-Ready Open Shift Policy Template
Edit the bracketed parts. Treat this as a starting point, not legal advice: local scheduling laws or union contracts may require different terms.
[Company Name] Open Shift Policy for Hourly Employees
- Purpose. This policy explains how unassigned shifts are posted, claimed and approved so that every eligible employee has a fair chance at extra hours.
- Scope. An open shift is any shift on the published schedule with no employee assigned, including shifts left open by time off, a resignation or added demand. This policy covers all hourly employees at [locations].
- Posting. Managers post open shifts in [scheduling app] as soon as they are known. All employees who are qualified for the role and cleared for that location are notified at the same time. Shifts are not offered privately first.
- Claim window. Claims are accepted for [24 hours] after posting, or until [X hours] before the shift starts, whichever is sooner.
- Choosing a claimant. If more than one eligible employee claims a shift, it goes to [first claim / most senior / fewest hours scheduled that week]. Ties are broken by [fewest hours, then longest time since last pickup].
- Approval. A manager approves each claim after confirming the employee is qualified for the role and location, has had at least [X hours] rest since their last shift, and is available. If a claim would push the employee past [overtime threshold] in the workweek, the manager decides whether to approve it. All hours actually worked are paid according to applicable overtime rules.
- Response time. Managers approve or decline claims within [same day / 12 hours]. Declines include a reason.
- Unclaimed shifts. If a shift is unclaimed [X hours] before it starts, the manager may assign it to a qualified employee following [the rotation list / seniority], or leave it unfilled if coverage allows.
- Records. Every posting, claim, approval, decline and assignment is logged with a timestamp and kept for [retention period].
Extra Rules for Multiple Locations
If your hourly staff can work at more than one site, add these lines:
- Location clearance list. Keep a list of which employees are trained for which sites and roles. Only cleared staff see a location’s open shifts.
- Home site first, or everyone at once. Decide whether a shift is offered to the home location’s staff for a short window before other sites, and write the window down.
- Receiving manager approves. When someone picks up a shift at another site, the manager of the site where they will work approves it.
- Combined hours check. Approval looks at the employee’s total hours across all locations for the week, not just one site’s schedule. This is where surprise overtime usually comes from.
- Travel and timing. Don’t approve back-to-back shifts at two sites unless there is realistic travel time between them.
- Cost coding. Hours worked on a picked-up shift are charged to the site where the work happened, so labour cost by location stays accurate.
How ClockLap Handles Open Shifts
ClockLap includes shift scheduling with open shifts and shift swaps, overtime rules for US states and Canadian provinces, multi-level approvals and an audit log, so the policy above can run in one place instead of a group chat. Its iOS and Android apps cover clock-in with geofencing, photo at clock-in and kiosk mode with PINs or QR badges. Payroll connections (such as ADP, Gusto and QuickBooks Online) are currently labelled beta on ClockLap’s integrations page.
Pricing is one plan with every feature: $1 per staff member per month and $2 per manager or admin per month (USD), with no setup fees or contracts and 30 days free with no card needed. See ClockLap pricing.
FAQ
What is an open shift?
An open shift is a scheduled shift with no employee assigned. It usually comes from time off, a call-out, a resignation or extra demand.
Can managers require approval before an employee picks up an open shift?
Yes, most policies require manager approval so the manager can check qualifications, rest time and overtime. Whatever you choose, apply the same checks to everyone.
How far in advance should open shifts be posted?
As soon as the gap is known. Some cities and states have predictive scheduling rules about notice and schedule changes, so check your local labour authority’s guidance before setting deadlines.
How do I stop the same employees from taking every open shift?
Use a tie-breaker based on fewest scheduled hours or a rotation list, post shifts to everyone at the same time, and review your claim log monthly.