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Using the Auto Scheduler to assign staff to shifts

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The Auto Scheduler feature allows you to quickly and easily fill multiple shifts at once. When evaluating each shift, it will:

  • Determine the user's availability (including working hours, position assignments, time off requests, and scheduling conflicts)
  • Avoid scheduling users on holidays (as set up under Admin > Holidays)
  • First try to fill shifts with your favored users
  • Prevent users from exceeding their maximum number of daily, weekly, or monthly hours
  • Stop assigning users to shifts once they have fulfilled their minimum weekly hours
  • Prevent users from being assigned to back-to-back shifts

Auto Scheduling Shifts

  1. Click on Schedules in the command bar.
  2. Select the schedule you want to edit from the Schedule for dropdown.
  3. Click on the Auto Scheduler button.

The Auto Scheduler button on the Schedules page

  1. In the Auto Scheduler window, select the date range you want the Auto Scheduler to fill.
  2. Choose your daily scheduling limit. For example, to avoid someone from working more than two shifts a day, select Limit each staff member up to 2 shifts per day.
    • You can choose no limit all the way to limiting eight shifts per day.
  3. Optionally, decide whether you want to prevent a person from being scheduled for back to back shifts.
    • You can set the grace period for when their next shift would start in the Minimum duration between shifts field.
      • This field can be set to no minimum duration or you can add a grace period of 15 minutes, 30 minutes, or 1-3 hours.
      • When determining back-to-back shifts, Auto Scheduler will also check that person's other schedules -- not just the current schedule. That way, if someone has a shift from 10am-11am on Schedule A, they won't be scheduled for the 11am-12pm shift on Schedule B.
  4. Optionally, check the option to run the Auto Scheduler for Favorite Staff only.
  5. Optionally, check whether you want to override the minimum hours per week check. 
    • When the check is not overridden, the Auto Scheduler will stop scheduling a user for shifts once they have fulfilled their minimum hours per week.
  6. Click the Submit button.

Options in the Auto Scheduler window

  1. The Auto Scheduler window will display a status indicator as it processes each shift. Once it has finished, you'll see a summary of shifts filled and not filled on a new modal. If a staff member was unable to fill a particular shift, the reason will be listed.
  2. ‚ÄčOnce you have finished reviewing the summary, click the Close button to continue.

The Result Summary pane in the Auto Scheduler window


Auto Scheduling Strategies

  • No preference: If you don't have any preference for who works which shifts, then just let Auto Scheduler fill every shift on your schedule.
  • Favorites first: You can run Auto Scheduler twice: the first time you can schedule only favored staff only. Then you can run it a second time for everyone else. This can help ensure that your favored staff's maximum hours aren't being eaten up in other shifts.
  • Cherry picking: If there are certain people that you absolutely positively must have working certain shifts, then assign those people manually first. Then, run the Auto Scheduler to fill in everything else.