To have your shifts automatically assigned to employees, you must first set up shifts. To do this, click in the calendar or create a time period using click and drag.
A new field appears in which you can adjust various criteria, such as the planning period, the work areas to be planned and the employees to be scheduled. Click in the respective field and select the work areas and employees you want to schedule in your plan.
Under “Configuration” you can specify the priority of the criteria that the software should observe. Click on the drop-down menu next to a criterion to select the priority. You can choose between “Do not consider”, “Low”, “Medium”, “High” and “Very high”. Decide whether target hours should be taken into account, whether overbooking is allowed and much more.
If you want to save a configuration, you can assign a name to it and save it as a template. To do this, click on the plus symbol in the upper right corner. As soon as you have finished specifying your priorities, click on “Save and select“.
Note that you must always specify at least one priority, otherwise the algorithm will calculate an empty duty roster. Accordingly, it is not possible for you to select “Do not consider” for each criteria. If you do not want these criteria to be taken into account, we suggest that you create your rosters digitally yourself. This is also possible in TimeTrack. Learn more about this under assign shifts to employees.
You will be returned to the previous field, where you can decide whether to consider existing allocations. If you have already manually assigned some services to employees, we suggest that you click on “Consider existing allocations”. The algorithm will then leave your allocations alone and take care only of the outstanding shifts.
You can also decide whether the automatic planning should take allocations from other work areas into consideration or not by clicking on the appropriate field.
Click on “Assign” to start the automatic assignment. For the period during which this calculation is running, the editing of the duty roster will be blocked. Depending on how complex your roster is, the duration of the processing will vary. You will see an orange box indicating the approximate duration until completion. Often the duration is shorter in reality and your roster can be viewed after a few moments.
Once your automatic assignment is ready, you can give us feedback. To do so, click on “Rate Automatic Assignment“. Rate the process from 1-10, with 10 being the best result, and leave us a note. This will allow us to adjust the algorithm to your wishes and optimize it in the best possible way. Click “Save” to submit your feedback.
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Contant Alex from our Support Team!