Shifts (new version)
- How do I create and manage timetables?
- What views are available in the Shifts timetable?
- What tools are available in the shifts timetable?
- How do I assign employees to a timetable?
- What are shift templates and how can I create them?
- How do I assign shifts in a timetable?
- How do I assign shifts or days off to multiple timetable cells at once?
- What are activities and how can I add them to shifts?
- What are shift patterns and how do I use them?
- Can I add days off and time off directly from the timetable?
- How to create and configure on-call shifts
- How do on-call shifts affect time calculations?
- What are coverage shifts?
- Can I add notes to shifts in the timetable?
- Can I place more than one shift in the same timetable cell?
- Can I hide employees for a period of my choosing?
- Can I view and download the timetable showing only employees with no shifts assigned?
- Can I copy the shift schedule?
- What are performance indicators?
- How can I view the overtime balance in the timetable?
- How to publish the Shifts timetable
- What are the timetable statuses and what do they mean?
- How do employees manage their shifts from the app?
- Can artificial intelligence help me plan my shifts?
- What is the AI shift planner?
- What is the Shift import agent?
- How does the AI assign coverage shifts?
How does the AI assign coverage shifts?
If you have defined a coverage requirement in the timetable, you can ask the AI shift planner to complete it. The agent will check who is available by taking into account each employee's schedule, their holidays and days off, the hours worked in the month, and the minimum 12-hour rest period between shifts.
How to ask the AI to cover a coverage requirement
First, create the coverage requirement following the usual process. Then click the "Plan with AI" button and indicate which coverage requirement you want to complete. The AI will recognize it automatically and offer you a proposal.
These are the four scenarios the planning agent can handle:
- Coverage with a defined number of employees and roles. The AI analyzes the shift, identifies the required roles, and looks for which employees with that role are free on the relevant day and time slot. The result will be a proposal with specific employees.
- Coverage with a defined number of employees, no roles specified. The AI carries out the same availability analysis, but with no role restriction, it will present the first available employees it finds.
- The AI finds no availability. If there are no free employees that meet the requirements, the AI will let you know directly so you can make an informed decision.
- Cover all the week's coverage requirements at once. You can instruct the AI to cover all pending coverage requirements for the week. In that case, it will carry out the same process for each one and offer you a consolidated proposal.
What the AI takes into account to determine availability
- Employee schedule: whether they work fixed or flexible hours, to assess whether they can take on the proposed shift.
- Holidays and days off: checks each employee's calendar to avoid proposing shifts on unavailable days.
- Hours worked in the month: takes into account hours accumulated since the start of the month to contribute to a fair distribution.
- 12-hour rest period: will not propose a shift if the employee has not had at least 12 hours of rest since their previous shift.
Please note:
- Currently, the AI does not take annual hours and complementary hours restrictions into account (these are available in the timetable warnings system) when generating its proposals. Always review the proposed schedule before confirming it.
- AI proposals are created in Draft status and are only published once you give the go-ahead.