Auto-Assign Shifts

From your

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 The feature automatically assigns unpublished OpenShifts to users for you to review and publish.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  • Only unpublished OpenShifts are automatically assigned.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

Auto-assign options

Configure additional assignment qualifications.

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

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 a user per day.
Calloutf
DescriptionMax allowed hours to be assigned to a user per day.
Calloutg
DescriptionUsers 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.

  • 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 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 schedule shifts

  1. Click Calendar Scheduler.

  2. Click Add to add OpenShifts. Make sure the OpenShifts remain unpublished.
  3. Click Auto-Assign Shifts.
  4. (Optional) Configure additional auto-assign options.
  5. (Optional) Choose which users are included in the auto-assign process.
  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.After saving the shifts, review the automatic assignment. Make changes manually if necessary.
  8. Publish & Notify your users of the schedule.
Updated on October 28, 2022

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