Auto-Assign Shifts

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Applies to ,

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 The feature automatically assigns unpublished OpenShifts to employees for you to review and publish.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  • Only unpublished OpenShifts are automatically assigned.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:

Auto-assign options

Configure additional assignment qualifications.

auto assign options

Callouta
DescriptionRespect the maximum hours set in the employee’s profile.
Calloutb
DescriptionThe employee’s unavailable preferences.
Calloutc
Description

The employee’s preferred work preferences.

To be considered a preferred shift, 70% of the shift must overlap with the employee preferred availability.

Calloutd
DescriptionSchedule weekend shifts first.

  • Weekend shifts are defined as shifts starting at or after 5pm on Friday and ending before or at 11:59pm on Sunday night.
  • Weekend shifts are randomized and the Auto-Assign process attempts to fill them first based on all other selections made in the parameters before filling weekday shifts.
Calloute
DescriptionAllow multiple shifts to be assigned to an employee per day.
Calloutf
DescriptionMax allowed hours to be assigned to an employee per day.
Calloutg
DescriptionEmployees 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.

  • Weekend shifts are defined as shifts starting at or after 5pm on Friday and ending before or at 11:59pm on Sunday night.
  • Weekend shifts are randomized and the Auto-Assign process attempts to fill them first based on all other selections made in the parameters before filling weekday shifts.
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

  1. Click Calendar Scheduler.

  2. Click Add to add OpenShifts. Make sure the OpenShifts remain unpublished.
  3. Click Auto-Assign Shifts. auto assign button
  4. (Optional) Configure additional auto-assign options.auto schedule options
  5. (Optional) Choose which employees are included in the auto-assign process.employee picker
  6. Click Run Auto-Assign. The shifts are automatically assigned in the scheduler.
  7. Click Save Shifts or Revert.
    • Save Shifts saves the automatically assigned schedule.
    • Revert places the automatically assigned shifts back into the OpenShifts row.save or revert shiftsAfter saving the shifts, review the automatic assignment. Make changes manually if necessary.
  8. Publish & Notify your employees of the schedule.
Updated on June 8, 2021

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