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 The feature automatically assigns unpublished OpenShifts to employees for you to review and publish.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- Only unpublished OpenShifts are automatically assigned.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 employees whose profile is not assigned to any positions.
How auto-assign shifts works
Shifts are assigned to employees based on:
- The employee’s assigned positions.
- The employee’s assigned tags.
- The employee’s existing shifts (published or unpublished).
- The employee’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 employee’s profile. |
Callout | b |
Description | The employee’s unavailable preferences. |
Callout | c |
Description |
The employee’s preferred work preferences. To be considered a preferred shift, 70% of the shift must overlap with the employee preferred availability. |
Callout | d |
Description | Schedule weekend shifts first.
|
Callout | e |
Description | Allow multiple shifts to be assigned to an employee per day. |
Callout | f |
Description | Max allowed hours to be assigned to an employee per day. |
Callout | g |
Description | Employees that are included in the auto-assign process. By default, all employees are included. Click to open an list and exclude employees from the process. |
Callout | Description |
a | Respect the maximum hours set in the employee’s profile. |
b | The employee’s unavailable preferences. |
c |
The employee’s preferred work preferences. To be considered a preferred shift, 70% of the shift must overlap with the employee preferred availability. |
d | Schedule weekend shifts first.
|
e | Allow multiple shifts to be assigned to an employee per day. |
f | Max allowed hours to be assigned to an employee per day. |
g | Employees that are included in the auto-assign process. By default, all employees are included. Click to open an list and exclude employees from the process. |
Auto schedule shifts
Click Scheduler.
- Click to add OpenShifts. Make sure the OpenShifts remain unpublished.
- Click Auto-Assign Shifts.
- (Optional) Configure additional auto-assign options.
- (Optional) Choose which employees 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 employees of the schedule.