What is the Editing Staffing Requests feature?
This feature allows for different user personas to make modifications on 'Open' Staffing Requests in the Works platform. To note: Staffing Requests in 'Pending' state (pending approval) or 'On Hold' status are not editable.
To edit a Staffing Request, click the pencil icon on the top right:
All changes will be stored in the Staffing Request History for later review, if needed.
Who has permission to make edits to Staffing Requests?
It depends on user persona! Editable fields include start date, length, shift type, shifts per week, hours per shift, rate, open position count, hiring leader, and description. Some of these fields are not modifiable by certain persona (based on whether or not they impact budget for the position). See below for details.
Organization Admins
Can edit all editable fields at any time (even when there are applications Submitted or In Review)
If an Org Admin attempts to edit a Staffing Request which has applications Submitted or In Review, they first get this notice: "There are applications that are submitted or in review. (Sent or accepted offers will not be affected)." The reasoning behind this is that:
1) This highlights that there is an impact on existing applications, in case they want to consider cancelling the Staffing Request and opening a new one
2) Makes clear that sent or accepted offers are not affected
If the Org Admin's edits result in a higher estimated cost, the Approvers section appears for them, but they can bypass approval
Program Managers (PMs) & Hiring Managers (HMs)
When there are no applications linked to the Staffing Request, PMs and HMs (like Org Admins) can also edit all editable fields
Note: HMs do NOT see the following: Rate, Rate Card Rate, or Estimated Budget. Also, they cannot edit Rate.
When there are applications linked to the Staffing Request, PMs and HMs can only edit fields that do not impact the Rate (in the current release: Hiring Leader and Description).
If PM and HM's edits result in a higher estimated cost, the Approvers section appears.
PMs do have the option to bypass approval
How do Approvals work?
The Approvers section that appears at editing is the same as the original Staffing Request's Approvers section
Approvals works the same way:
When the Staffing Request is routed for approvals, it goes into 'Pending' state
In that state, Suppliers cannot see the Staffing Request.
Approvers (at each level, sequentially) receive an email notification that a Staffing Request requires their approval.
Approvers can click to open the Staffing Request details drawer to view proposed changes.
Once the Staffing Request has cleared all levels of approval, it goes into 'Open' state, wherein Suppliers are notified.
Are Suppliers made aware when edits are made to Staffing Requests?
Yes! Once a Staffing Request has been updated, an email notification is sent to the Supplier(s) if one or more of the following has been updated: start date, length in weeks, shift details, rate, open positions, or the description.
See below for an example:
Rate-related notes:
If the Staffing Request is linked to a Rate Card, editing Start Date and Shift Type may affect the Rate — the Rate and Rate (Card Rate) fields provide visual feedback to the editing user
If the user (Org Admin or PM) edit the Rate field directly, they receive the following notice:
"By adjusting this rate, you are unlinking it from the rate card. This Staffing Request and its submissions will not follow future rate card updates."
In turn, the Staffing Request details will show the following notice to inform approvers and other users of the changes: "This Staffing Request’s rate is different from the rate card’s rate."
Coming Up:
In an upcoming release, Specialties, Technologies, Certifications, and Years of Experience will also be editable