Pay Rate Negotiations

The Rate Negotiation feature gives your workplace more control over the pay rates you offer at your workplace. Normally, if a shift is posted at a rate that is below a worker’s preferred rate, that worker would most likely move on and not book the shift. Workers can now propose a new pay rate, giving your workplace a fast way to fill more shifts. 

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The Rate Negotiation feature is currently available at workplaces in the following markets: 

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Please Review Key Points

1. You don't need to respond to a proposal! If you don't, nothing happens; the shift is still available for anyone to book, including any workers who proposed higher rates. Currently, our data shows that more than half of the shifts that have proposals end up getting booked at the posted rate. 
2. Workers cannot negotiate more than once for a shift, and cannot propose new rates for a shift they've cancelled. 
3. Negotiations must be completed at least 24 hours before a shift starts. If any negotiations are still open at that point, they'll be automatically closed. We have included this in the feature so you don't need to worry about last-minute proposals.

What will I see when a worker sends a new pay rate proposal?

In the desktop platform, you will see a green calendar icon indicating the number of shifts that have pay rate proposals. A solid green icon means there is at least one shift proposal that requires a response from your workplace. The outlined green icon indicates that all proposals are waiting on a response from a worker. 

When you click the green proposal button, you will see which workers are proposing a new pay rate. From there you have the option to accept the proposed rate, propose a different rate, or end the negotiation. 

How will I be notified that a worker has proposed a new pay rate?

Based on your notification preferences you will either get an email or SMS when your workplace has received a rate proposal. You will be notified for each of the following:

1. a pay rate proposal is sent to your workplace from a worker
2. a worker has accepted your proposed rate
3. a negotiation has ended by either the worker or due to the time threshold. 

In the following weeks, you will have the option to adjust your notifications to "batched" in the Users page, under Management. For now, these notifications will be sent to you as they happen in real time.

What happens when I accept a worker’s rate proposal or a worker accepts my rate proposal?

When you accept a rate proposal from a worker, the worker will be notified and automatically assigned to the shift. Any other negotiations for that shift will automatically end. 

When a worker accepts your proposed rate, the worker will be automatically assigned. You will be notified about the shift assignment and any other negotiations for that shift will automatically end. 

Will my workplace have to pay more for accepted pay rate proposals? 

Yes, shifts that result in an accepted proposed pay rate will have an increased charge rate. You will always be aware of the changes to your charge rates. The negotiation window, shown below, will display two values: below the proposal button, the total charge if you send a new proposal with the rate entered. At the bottom, the charge breakdown if the shift were to be booked under the existing offer. This info will also be included on your invoice.

Your workplace will be charged for the difference of the posted pay rate and the accepted negotiated pay rate, plus a standard fee of 33% on the difference. For example If a shift is posted with a pay rate of $20/hr and the worker is proposing $23/hr, that is a 3 dollar increase. Your workplace will be charged an extra $4.00. 

$3 (the dollar amount of the rate increase) X 1.33 = $4.00 

Keep in mind that the terms of a negotiation are totally up to you. If a worker proposes a higher rate, you can just say no, and end the negotiation; they will still have the option to book at the posted rate.

Can other workers book a shift that is being negotiated?

Yes. During every stage of the negotiation process up until a proposal gets accepted, other workers can book the shift at the original posted pay rate, or start their own negotiation by proposing a new rate.

How many workers can negotiate for a shift? 

Any worker can propose a rate for any shift, but in the negotiation window, we’ll always show you the lowest proposals at the top, so you can choose the rate that works best for you.

Which shifts can workers propose new rates for? 

Workers can propose a new pay rate for shifts that have a lead time greater than 24 hours. That means a shift that is posted 3 days in advance can be negotiated but, if the negotiation has not been accepted or ended by either your workplace or the worker, the negotiation will end automatically when the shift’s lead time is 24 hours. You will be notified that the rate negotiation has ended. Last minute posted shifts will never give workers the opportunity to propose a new rate.  

Who at my workplace has the permission to respond to these pay rate proposals?

All users at your workplace have the ability to accept rate negotiations. It should be clear who at your workplace has the permissions to action rate negotiations. 

How will rate negotiations look on our invoice?

The invoice line will specify the breakdown of how charge was affected, when a proposed rate was accepted, and who at your workplace approved the new rate

If I do not respond to a rate proposal, what will happen?

Nothing! It’s up to you whether to respond or not, and the worker can book at the posted rate at any time. You can also reject the proposal, if you prefer. If you were to miss a proposal offer, then the rate negotiation will automatically end once the start of the shift is within 24 hours. 

Can our workplace opt out of this feature? 

If your workplace would not like to participate in rate negotiations, please reach out to our Support team to request this change. This request can take up to 24 hours. 

How does this feature comply with the Massachusetts Legislation?

For workplaces in MA, the Rate Negotiation tool will limit what rates are able to be Proposed and Accepted. We have limited this feature so that your workplace charge rate will never be greater than the state-defined maximum for your Health Service Area.

For reference:

List of cities in each HSA,

Maximum charge rates per HSA and worker type