In this post, we'll cover:
Locum agencies thrive on speed and accuracy---especially when it comes to filling open shifts. Whether you're staffing pharmacists, veterinarians, or hospital physicians, the ability to quickly match the right locum to the right shift can be the difference between success and chaos. In this guide, we'll explore the best practices for streamlining shift management and highlight how an advanced scheduler---like the one in Hirepad---cuts down on phone calls, keeps recruiters and candidates in sync, and even introduces bidding functionalities reminiscent of gig platforms like Upwork.
1. Why Efficient Shift Management Is Crucial
The Cost of Manual Coordination
In many locum agencies, shift scheduling still happens via phone calls, spreadsheets, or endless email threads. These manual processes inevitably lead to human error, duplicate bookings, and lost time. Each missed shift or last-minute scramble to fill a slot can harm your agency's reputation and cost you valuable contracts.
Candidate & Client Satisfaction
From the locum's perspective, having to call or email back-and-forth to confirm shifts is frustrating. Likewise, clients expect fast turnaround and a seamless booking experience. When you streamline shift management, you not only save time but also boost loyalty from both locums and clients, who appreciate a no-fuss process.
Mini-Recap: Manual scheduling is slow, error-prone, and off-putting. A streamlined system ensures high fill rates, quick responses, and satisfied stakeholders across the board.
2. Core Features of an Advanced Shift Scheduler
2.1 Calendar View, List View, and Company Filters
An effective scheduler should provide multiple views to track open shifts. With Hirepad, you can toggle between:
- Calendar View: Spot overlaps or gaps at a glance; perfect for visualizing coverage.
- List View: Quickly scan shifts by date, position, or location.
- Company Filter: If you manage multiple clients, filter shifts by client for immediate clarity on who needs coverage next.
Action Tip: Encourage recruiters to start their day reviewing the calendar for any red flags (unfilled urgent shifts) and then switch to List View to detail specific roles or specializations needed.
2.2 Extensive Filtering Capabilities
Shifts can be sorted by date, skill set, location, time of day, and more. These filters reduce the chance of irrelevant postings cluttering the view.
- Example: A pharmacy shift in a rural location can be isolated with location + shift-type filters, ensuring recruiters only see relevant candidates who are interested in that region or type of shift.
Result: Less manual searching and fewer mismatched requests mean a faster time-to-fill.
3. Bidding on Shifts: A Game-Changer for Locum Recruitment
3.1 Inspired by the Gig Economy
Platforms like Upwork revolutionized freelancing by letting talent bid on jobs. Hirepad brings a similar feature to locum staffing, where candidates can bid on a shift rate directly from the candidate portal or website.
- How It Works: A client posts a shift. Locums see the details---date, location, skill requirements---and can bid the rate they're willing to work for.
- Why It's Powerful: This introduces market-driven pricing while still allowing recruiters or clients to pick the best fit based on experience, credentials, and cost.
3.2 Finding the Optimal Rate for Clients
For shifts that are hard to fill (e.g., overnight or weekend coverage), the bidding feature encourages locums to come forward if the rate meets their expectations. On the client side, you'll see multiple bids, giving you the option to select the optimal balance of cost and experience.
Case Example: A veterinary clinic needs an emergency locum for a holiday weekend. With standard rates, the shift might remain unfilled. But by allowing bids, highly qualified vets seeking premium holiday pay can come forward---eliminating frantic phone calls and ensuring coverage.
4. Notifications & Real-Time Updates
Keeping Recruiters and Candidates in Sync
One of the biggest pain points in locum staffing is the back-and-forth messaging just to confirm a shift. Hirepad combats this with instant notifications:
- Recruiter Posts or Updates a Shift: Candidates matching the criteria receive an email or app notification.
- Locum Requests the Shift or Places a Bid: The recruiter gets an immediate alert, allowing for quick approval or negotiation.
- Final Confirmation: Both candidate and client get notified, cutting down on guesswork or missed messages.
The Power of Real-Time Communication
The second a shift changes---such as a time adjustment or new client requirements---the system can push out alerts to all relevant locums. This level of transparency reduces no-shows and ensures everyone is on the same page.
Mini-Recap: Real-time notifications eliminate the classic "phone tag" scenario. You fill shifts faster and maintain clear communication lines with locums and clients.
5. Best Practices for Fast Shift Fulfillment
5.1 Segment Your Candidates
Having a robust candidate CRM in your scheduler allows you to segment locums by specialty, availability, or location. Then, you target only those who fit each shift's parameters.
- Example: If you need an overnight pharmacist within 10 miles of a certain zip code, filter your database to send a custom alert to that subset. No more spamming your entire candidate list.
5.2 Set Clear Deadlines
When posting shifts with a bidding feature, include a deadline to encourage locums to act quickly. Urgent or same-day shifts might have a 2-hour window, while longer-term roles can remain open for a week.
5.3 Monitor Key Performance Indicators (KPIs)
Track metrics like time-to-fill, bid response rate, and shift acceptance. If you notice certain shifts remain unfilled, consider adjusting the rate, broadening the candidate pool, or offering additional perks like travel reimbursements.
Pro Tip: Run a weekly or monthly report on your scheduling performance. Notice patterns---like recurring times or days that are hard to fill---so you can plan ahead or incentivize those shifts.
6. Overcoming Common Scheduling Pitfalls
Pitfall #1: Multiple Locums Accepting the Same Shift
Without a unified scheduler, two locums might confirm the same shift. The solution is automatic lock-out, where once a shift is booked, it's removed from the feed or marked as filled.
Pitfall #2: Unclear Rate Negotiations
A locum might think they're getting one rate, but the client expects to pay another. Use the bidding feature to lock rates in from the start and confirm everything in writing---minimizing awkward misunderstandings.
Pitfall #3: Last-Minute Cancellations
Send automated reminders to locums 24 hours or 12 hours before a shift. If a candidate cancels, the system should automatically repost the shift to your database, so you can quickly find a replacement.
Mini-Recap: Even the best systems can encounter hiccups. By employing automated workflows and clear policies, you'll dodge the most common scheduling hazards.
7. Scaling Your Locum Agency with Efficient Scheduling
7.1 Handling Higher Volumes
As your agency grows, you'll juggle dozens or hundreds of open shifts each day. A centralized, filter-based scheduler with notifications enables a small team to handle a large load---reducing labor costs and human error.
7.2 Integrations & Compatibility
Look for a system that integrates with candidate CRMs or HR platforms, and consider API connections if you manage invoicing or timesheets with another tool. While Hirepad doesn't handle payroll natively, it can integrate with external solutions for a seamless experience.
7.3 Data-Driven Decisions
Over time, your scheduling tool will gather data on preferred rates, peak times, locations, and fill rates. Use these insights to shape your recruitment strategy---maybe by focusing on building more locum relationships in high-demand regions or adjusting rates on especially tough shifts.
Mini-Recap: A well-structured scheduling platform isn't just about daily operations---it's a scalable foundation for future growth, cost-savings, and data-backed improvements.
Conclusion: Step Up Your Shift Management Game
Efficient shift management is the lifeblood of locum recruitment. By embracing an advanced scheduler---complete with calendar views, extensive filters, real-time notifications, and even a bidding feature---you'll drastically cut down on admin hours, accelerate your time-to-fill, and boost satisfaction for both candidates and clients.
Ready to optimize your agency's shift management?
- Explore Hirepad: Our intuitive scheduler gives you a bird's-eye view of all open shifts, offers robust filtering, and introduces a bidding system that lets you find the best match for every role.
- Book a Personalized Demo: See how real-time notifications, automatic reminders, and integrated locum profiles can revolutionize your day-to-day workflow.
In a fast-moving industry, the key to thriving isn't just more phone calls---it's smart scheduling tools that keep everyone in sync and let the market work in your favor. Let your next shift assignment be both fast and frictionless, and watch your agency's reputation grow along with your fill rate.