Introduction
The Athletify auto scheduler simplifies and automates the process of assigning staff to shifts. It takes into account various constraints to optimize scheduling for you. To maximize the effectiveness of the auto scheduler, verify that your settings align with your specific requirements by following the steps below.
1. Setting Limitations and Preferences
Global Limitations:
Go to the "Organization" tab on the left and then select "Settings".
In "Settings," you'll find the global settings for “Limitations”. Please note, any individual limitations you set on specific staff take precedence over global settings.
You can set the default maximum number of shifts per day or hours per week for all staff members here.
You can specify age restrictions for staff members who have legal limitations on their working hours due to their age.
Individual Staff Limitations:
To set limitations for specific staff members, go to the "Staff" tab and select a staff member, and then click the edit icon on “Staff Details”.
You can set the maximum hours per week and the maximum number of shifts per week for each staff member.
Remember that these individual settings will override the global settings.
Staff Availability and Time Off:
Currently, staff can request single or recurring time off. However, an upcoming release will allow staff to also specify their general availability (preferred work days/times) in addition to submitting time off requests for specific dates or times they are unavailable.
It's important to note that time off requests take precedence over general availability when the auto scheduler is run.
2. Using the Auto Scheduler
Accessing the Auto Scheduler:
Go to the "Schedule" tab on the left.
You can access the Auto Scheduler in two ways. You can click on the three dots next to the swim lane to auto schedule everything for that week for that particular section (see video).
Or you can click on the 'Actions' button at the top right to auto schedule everything currently being viewed by selecting the "Auto Schedule" option within the action list.
Keep in mind that the system analyzes numerous combinations to create the most efficient schedule, so it may take a moment to complete.
Interpreting the Results:
The auto scheduler will assign as many shifts as possible based on the constraints you've set.
Any shifts that the system cannot assign due to conflicts or limitations will be left unassigned, allowing you to fill them manually.
Post-Scheduling Review:
If viewing the total number of staff hours generated is important to you, after running the auto scheduler, go to the "Staff" view option at the top to review the number of hours assigned to each staff member.
Carefully check the schedule for any potential conflicts to ensure shift assignments are optimal.
3. Best Practices and Troubleshooting
Copying Schedules:
To save time, you can copy schedules from one week to another. You have the option to copy all schedule information, or you can select specific positions or groups to copy.
You can access the copy feature by following the same actions to get to the auto scheduler above.
Templates:
Athletify allows you to create and use templates for schedules that you use frequently, such as summer or holiday schedules. This can significantly reduce the time you spend on scheduling.
You can create templates by following the same actions to get to the auto scheduler above.
Addressing Common Issues:
To prevent scheduling mistakes, confirm that all staff members have updated their availability and submitted any time-off requests before using the auto-scheduler.