Scheduling Rules Reference

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Overview

Scheduling rules are available to help promote a more thoughtful schedule that keeps the well-being of the employees at a high focus point. They can also be used to meet local guidelines around scheduling, such as required-time off per week.

Scheduling Concerns are shown in the following areas:

Enforcement for employees

  • Published shifts that could cause a concern if an employee would pick it up are not shown to employees as an available OpenShift or swap/drop.
  • Employees that want to swap/drop a shift are not able to select employees that would have a concern if they pick up the shift.

Auto-Assign

  • Any rules that are enabled are honored during the auto-assign process. It’s not necessary to select new parameters for them to be used in auto-assign.
  • There are some cases where auto-assign can leave shifts unassigned.

Definitions

Day

A day is a 24 hour period starting at your account’s work day start time (default start time is midnight). A shift is scheduled on that day for the purposes of max days in a row or in a week based on the shift start time.

Example:
If a shift starts on Monday but crosses overnight into Tuesday, that’s considered only a “Monday” shift.

Week

A week is a 7-day period starting at your account’s work day start time on the day the work week starts, as configured in the general settings.

Enable Scheduling Rules

scheduling rules

Scheduling rules are enabled in Scheduling Settings.

  1. [web-gear-scheduling-settings]
  2. Click the toggle next to Scheduling Rules.
  3. Check the rules you want to enable.
  4. Click Save.

Scheduling Rules options

Minimum hours between shifts on the same day
Enable this rule to set a required minimum amount of hours in between two shifts on the same day. For example, split shifts.
You can set this value between 1 and 12 hours.
Minimum hours between shifts on different days
Enable this rule to set a required minimum amount of hours in between two shifts on different days. For example, a closing shift followed by an opening shift.
You can set this value between 1 and 18 hours.
Maximum number of days scheduled in a row
Enable this rule to set a maximum number of days employees can be scheduled in a row.
You can set this value between 1 and 7 days.
Maximum number of days scheduled in a week.
Enable this rule to set a maximum number of days an employee can be scheduled in a week.
You can set this value between 1 and 6 days.
Rule Description
Minimum hours between shifts on the same day Enable this rule to set a required minimum amount of hours in between two shifts on the same day. For example, split shifts.
You can set this value between 1 and 12 hours.
Minimum hours between shifts on different days Enable this rule to set a required minimum amount of hours in between two shifts on different days. For example, a closing shift followed by an opening shift.
You can set this value between 1 and 18 hours.
Maximum number of days scheduled in a row Enable this rule to set a maximum number of days employees can be scheduled in a row.
You can set this value between 1 and 7 days.
Maximum number of days scheduled in a week. Enable this rule to set a maximum number of days an employee can be scheduled in a week.
You can set this value between 1 and 6 days.

Concern visibility

Create shift dialog

When rules are in use, shift templates focus on recommended shifts. Click Show All Templates to allow users to select shifts with concerns. Hover over the conflict icon to view the details of the concern.

 

Drag and drop shift actions

Drag and drop shift actions show a green checkmark if there are no concerns, max hours, or OT issues and if the person is available and qualified. A concern icon appears if there is any mismatch between the person and the shift.

 

OpenShift edits or manager drop shifts

Concerns are shown when viewing eligible employees on the Edit OpenShifts dialog or when you initiate a shift drop for an employee.

 

Employee name on the Scheduler

Concerns are shown on the employee view of the Scheduler next to the employee’s name. Click the conflict icon to show the concerns for that employee.

 

Confirmation dialog when publishing the schedule

A summary of concerns is listed before the schedule is published. Click View Employees With Concerns to open a focused view of the Scheduler that shows employees that have concerns, enabling you to review or make changes to remove the concerns.

Updated on April 7, 2022

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