Overview
Auto-assign shifts leverages the information already entered in your When I Work account to create a schedule. The feature automatically assigns unpublished OpenShifts to users for you to review and publish.
Considerations
- Auto-assign shifts is only available in week view.
- Only unpublished OpenShifts are automatically assigned.
- OpenShifts with no position are only eligible to be assigned to users whose profile is not assigned to any positions.
How auto-assign shifts works
Shifts are assigned to users based on:
- The user’s assigned positions.
- The user’s assigned tags.
- The user’s existing shifts (published or unpublished).
- The user’s approved time off requests.
- Active filters in the scheduler.
Auto-assign options
Configure additional assignment qualifications.
| Callout | a |
| Description | Respect the maximum hours set in the user’s profile. |
| Callout | b |
| Description | The user’s unavailable preferences. |
| Callout | c |
| Description |
The user’s preferred work preferences. To be considered a preferred shift, 70% of the shift must overlap with the user’s preferred availability. |
| Callout | d |
| Description | Schedule weekend shifts first.
|
| Callout | e |
| Description | Allow multiple shifts to be assigned to a user per day. |
| Callout | f |
| Description | Max allowed hours to be assigned to a user per day. |
| Callout | g |
| Description | Users that are included in the auto-assign process. By default, all users are included. Click to open an list and exclude users from the process. |
| Callout | Description |
| a | Respect the maximum hours set in the user’s profile. |
| b | The user’s unavailable preferences. |
| c |
The user’s preferred work preferences. To be considered a preferred shift, 70% of the shift must overlap with the user’s preferred availability. |
| d | Schedule weekend shifts first.
|
| e | Allow multiple shifts to be assigned to a user per day. |
| f | Max allowed hours to be assigned to a user per day. |
| g | Users that are included in the auto-assign process. By default, all users are included. Click to open an list and exclude users from the process. |
Auto-assign shifts
Click Scheduler.
- Click to add OpenShifts. Make sure the OpenShifts remain unpublished.
- Click Auto-Assign.
- (Optional) Configure additional auto-assign options.
- (Optional) Choose which users are included in the auto-assign process.
- Click Run Auto-Assign. The shifts are automatically assigned in the scheduler.
- Click Save Shifts or Revert.
- Save Shifts saves the automatically assigned schedule.
- Revert places the automatically assigned shifts back into the OpenShifts row.
After saving the shifts, review the automatic assignment. Make changes manually if necessary.
- Publish & Notify your users of the schedule.