How Do I Invite Talent to a Shift?
The Invite Talent functionality allows users to invite Talent based on specific criteria configured in System Settings or at the shift level.
The system evaluates available Talent against the defined criteria, such as location, distance, skills, status, rating, other applicable conditions, and includes eligible Talent in the invitation pool based on these settings.
To configure the different settings used for inviting Talent, navigate to System Settings → Work → Shifts → Talent Invite Criteria settings.
Talent Invite Criteria Settings
The Invite Talent criteria can be configured once in System Settings. Whenever the Invite Talent action is performed for a shift, these system-defined criteria will be loaded as the default settings. Users can modify the criteria at that time, if they have permission to do so.
The following settings are available:
- Allow Staff to Change These per Shift
When enabled, tenant users can change the default Talent invite criteria for each shift. When disabled, these settings cannot be modified at shift level and will be displayed as read-only.
- Ethnicities, Languages, Skills, Gender, Zip code, Location Toggles
When enabled, Talent who match any one of the selected criteria will be included in the invitation pool. For example, if Ethnicity, Language, and Skills are enabled, a Talent who matches the selected ethnicity OR language OR skill can be invited.
- Maximum Distance from Shift Location
Sets the maximum distance from the shift location where Talent can be considered for an invitation. Only Talent within this distance will be included in the invitation pool.
- Include Talent Covered by Work City Rule
When enabled, Talent whose work city matches the shift location can be invited even if they are outside the Maximum Distance from Shift Location.
- Sort Invites By
Defines the order in which eligible Talent are prioritized for invitations.
Sort by Rating: Talent with the highest rating are prioritized first. If multiple Talent have the same rating, the Talent closest to the shift location is prioritized, then based on their last activity.
Sort by Distance: Talent closest to the shift location are prioritized first. If multiple Talent are at the same distance, the Talent with the highest rating is prioritized, then based on their last activity.
Sort by Last Active: Talent with recent activity are prioritized first. If multiple Talent have the same last active duration, the Talent with the highest rating is prioritized, then the closest to the shift location.
- Invite Multiple
Sets how many Talent to invite based on the shift quantity. The system multiplies the shift quantity by the Invite Multiple value. For example, if the shift quantity is 2 and Invite Multiple is 3, the system will invite 6 Talent (2 × 3).
- Minimum Invites per Shift
Sets the minimum number of Talent to invite for each shift. If the calculated number of Invite Multiple is lower than this limit, the Minimum Invites per Shift value will be used instead. For example, if Invite Multiple calculates 6 invites but minimum is set to 10, the system will invite 10 Talent.
- Maximum Total Invites per Shift
Sets the maximum number of Talent that can be invited for a shift. If the number calculated using Invite Multiple is higher than this limit, the Maximum Total Invites per Shift value will be used instead. For example, if Invite Multiple calculates 300 invites but the maximum is set to 100, only 100 Talent will be invited.
- Only Invite Talent Active In
Limits invitations to Talent who have been active within the selected number of days. Only Talent whose last activity falls within this period will be included in the invitation pool.
- Talent Status to Invite
Sets which Talent statuses are eligible for invitations. Only Talent with the selected statuses will be included in the invitation pool.
Note: If a criterion is removed, the system will no longer use that criterion to include the Talent in the invitation pool. Other selected criteria will still apply.
How Does Invite Talent Work?
From the Shifts Listing screen, select one or more shifts and click Invite Talent from the Actions menu.
A modal will open with the default Invite Talent criteria from System Settings. These criteria can be modified if the user is allowed to change them. Click View Matches at the bottom of the modal.
The system will display a read-only preview of the Talent who will be invited based on the selected criteria.
At the top of the preview list, the shift name(s) and the number of Talent who will be invited will be displayed above the table.
The Filter Section allows you to narrow down the Talent list and quickly find specific Talent based on different search criteria. By applying filters, you can display only the Talent that match the selected conditions, making it easier to find the required talents from a large pool of available talents.
If there are more Talent available, the system displays them in a paginated list, with 10 Talent shown per page by default. The remaining Talent are displayed on subsequent pages.
The table will include these columns by default:
- Talent Name
- Phone
- Rating
- Distance
Additional columns will be displayed dynamically based on the criteria enabled in the previous step. For example:
- Location enabled → City/State/ Country column is displayed.
- Ethnicity enabled → Ethnicity column is displayed.
Other enabled criteria will similarly display their corresponding columns in the preview.
If multiple shifts are selected, a Shift Name column will also be displayed to show which shift each Talent is being invited for.
The following actions are available at the bottom of the preview:
- Back: Returns to the criteria settings modal, where the criteria can be reviewed or modified.
- Cancel: Closes the modal and cancels the invite action. No Talent will be invited.
- Confirm Invites: Sends the invitations to the Talent shown in the preview.
A Close (X) button at the top of the modal is also available. Clicking it closes the modal and cancels the invite action without inviting any Talent.
Now let’s look at a few more examples.
Example Case 1
Consider the following two shifts and apply all configured system settings to determine which Talent are eligible for invitation.
Shift 1: Call Center Agent
- Location: Houston, Texas, United States of America
- Ethnicity: Asian
- Quantity: 4
Shift 2: Maintenance Technician
- Location: San Francisco, California, United States of America
- Quantity: 5
- Ethnicity: Asian
- Gender: Female
- Language: English
System Settings
The following system settings are enabled and must be applied when selecting Talent:
Allow Staff to Change These per Shift: OFF
Ethnicity: ON
Gender: ON
Language: ON
Maximum Distance from Shift Location: 50 miles
Sort Invites By: Rating, then Distance
Invite Multiple: 2
Minimum Invites per Shift: 3
Maximum Total Invites per Shift: 10
Only Invite Talent Active In: Last 90 days
Talent Status to Invite: Active, Approved
A talent should only be invited if they meet all applicable criteria defined in the system settings and shift requirements.
Available Talent and Distances
| Talent | Distance from Shift 1 | Distance from Shift 2 | Status | Gender | Ethnicity | Language |
| Liam Carter | NA | 6.69 miles | Active | NA | Asian | NA |
| Sophia Williams | NA | 6.69 miles | Approved | Female | NA | NA |
| Claire Wilson | NA | 10.01 miles | NA | NA | NA | English |
| Olivia Carter | NA | 36 miles | NA | Female | NA | NA |
| Noah Anderson | NA | 31 miles | Active | Male | NA | NA |
| Emma Johnson | NA | 16 miles | Approved | NA | NA | NA |
| Ethan Miller | 3,200 miles | 2,563 miles | Approved | Female | NA | NA |
| Emily Parker | NA | 6.69 miles | Approved | Female | NA | NA |
Expected Talent Pool
For shift 2, i.e., Maintenance Technician, the system should only consider Talent who:
- Have Active status.
- Are Approved.
- Have been active within the last 90 days.
- Are Female, because Gender is enabled and the shift requires Female talent.
- Match the required Ethnicity.
- Match the required English language requirement.
- Are located within 50 miles of the shift location.
- Meet the Work City Rule, since it is enabled.
So, according to this, only three Talent will be invited.
A preview of eligible Talent will appear in this menu, displaying only those who meet at least one of the conditions defined in the system settings.
For Shift 1 – Call Center Agent, no Talent will be invited, as shown by the error message in the attached image, because none of the available Talent are within the configured 50-mile maximum distance of the shift location.
Example Case 2
Now, we should invite only those Talent who meet all of the following criteria:
- Their status is Approved.
- They have been active within the last 90 days.
- They are female.
- They are located within 50 miles of the shift location.
Exclude any Talent who does not meet all of these criteria from the invitation list.
Click Invite Talent for the shifts “Maintenance technician” and “Call center agent”.
A preview of eligible Talent will appear in this menu, displaying only those who meet at least one of the conditions defined in the system settings.
An error pop-up will display in case there is no Talent invited in any of the shifts.
There are two Talent that have been invited in “Maintenance technician” as only they fulfill the invite criteria.
There is no Talent in “Call center agents” because no one fulfills the criteria.
Example Case 3 – Shift Level Criteria Modification
When “Allow Staff to Change These Per Shift” is enabled, the Invite Talent criteria can be modified at shift level.
These system-defined criteria will be loaded as the default settings when inviting Talent. Users can modify these criteria when inviting Talent for a specific shift, if needed.
Now navigate to the Shifts listing page and click Invite Talent after selecting shifts.
Modal will appear, update the Invite Talent settings as follows:
- Talent Status to Invite: Active, Approved
- Only Invite Talent Active In: No Limit
- Gender: Disabled
- Include Talent Covered by Work City: ON
With these settings, the system should include all Active and Approved Talent, regardless of their gender or last active date. The Gender and Last Active criteria will be ignored.
Click on View Matches.
This will display a list of Talent who meet the specified criteria. It will also include Talent whose Work City matches the shift’s Work City, even if they are located outside the configured Maximum Distance from Shift Location.
Talent in Maintenance Technician:
Talents in Call Center Agent shift:
Overall, this enhancement provides a more flexible and targeted way to invite Talent based on configurable criteria. It helps users quickly identify eligible Talent, preview the invite list, and make informed decisions before sending invitations.