Automatic scheduler planner (AI)

Automatic AI Scheduler

The Automatic AI Scheduler is a modern tool that revolutionizes how organizations create work schedules. Its main task is to generate optimal schedules that maximize the company's potential. Thanks to artificial intelligence, this tool can match schedules to the company's specifics more effectively than a human, considering factors such as size and industry. Based on this, it creates a schedule that perfectly meets the employer's expectations. Additionally, the system takes into account the hours employees are available to work, simplifying the scheduling process. In short, the Automatic AI Scheduler makes work time planning more precise and tailored to the actual needs of the team and the entire organization.

General Information

Schedule generation is possible in two ways:
Manual - By clicking the AI Actions > Generate Schedules button on the calendar screen.



This generates schedules for the currently visible period on the calendar, always for all employees regardless of their current selection, as this is the only way to correctly calculate and meet the required staffing conditions. In response to the generation request, the system will return a message indicating how many schedules and for how many employees have been generated.

There are three variants available, which you can switch between by clicking the chosen option right after manually generating the schedules:

Strict - Maintains maximum compliance with the trend and tries to uphold established schedule patterns.
Maximized - Tries to maintain the trend but also considers maximum staffing in the last 8 weeks.
Optimized - Tries to takes into account the trend, but optimizes all schedule parameters to maximize the potential of the team.

Automatic - Available in Settings > Schedules section on the left.



Every day at 0:30 UTC (inEwi), 12:30 UTC (Unrubble), schedules are regenerated for the next period.
This period is determined as the next 5 weeks from the last week found within the last 6 months, for which the number of employees with a published period exceeds 75% of the total. If a week is not found according to the above rules, the current week is chosen. If there is no change after generating schedules for a given period, it will not be regenerated the following day. Automatic generation creates schedules in the variant chosen for the Default AI scheduling trend scale.

When scheduling, the system first considers the previous schedules of a given employee, and only in the second step does it use data from the groups to which the employee has been assigned.
The grouping of employees consists of the assigned role, tags, and default position.
If the employee's role, tag, or position changes, the scheduling will not take into account the employee's previous data but will proceed to the second step, planning based on the groups to which the employee currently belongs.

A change means the following actions:
Related to schedules:

Adding,
Editing,
Deleting,
Publishing,
Deleting all unpublished,
Copying,
Moving.
Related to requests:
Creating/importing,
Editing,
Approving, deleting, rejecting.

The calendar screen will always display information next to the AI icon if there are any changes, and if so, when the next generation will occur.

Vacations

According to the general logic of the application, every day should have a work schedule assigned. This is primarily about meeting the monthly work standard. If the AI generator generates work schedules for the next month and encounters a vacation day, it generates a schedule that fits that day.
Regardless of the type of leave—whether hourly or full-day—the system always generates the schedule planned for that day, which is usually similar to the schedule of the day before and after (continuity is key). For example, if Kowalski has a vacation from 08:00 to 12:00, and over the past two weeks has worked an average of 8 hours a day, a similar schedule will be assigned for that day.

Availability

The optimal model generates AI schedules considering the availability of individual employees. The exception to this is the situation described above—vacation—which takes precedence over the availability function. In the case of vacation, the schedule planned for that day is assigned.

Additional Information

AI schedules are always generated for all active (not deactivated) employees of the company at the time of generation,
Schedules added by users, both published and unpublished, are not overwritten by AI schedules,
Required staffing for individual schedules is calculated based on statistics from the last 13 months,
Generation is based on grouping employees according to their role, default position, and tags,
During generation, employees' reported availability is taken into account to try to fill staffing needs while fully considering employees' requests,
The Delete all unpublished action means deleting all unpublished and AI schedules,
Any modification to an AI schedule creates a regular draft and deletes the AI schedule,
Each AI schedule has a blue border.

How Does It Work?

The technology uses previously published work schedules for employees and generates new schedules for upcoming periods based on them, considering dependencies such as:
Grouping by assigned user role,
Grouping by assigned user tags,
Assigned job positions in employee cards,
Filled availability for schedules by employees.

Enabling the Functionality

Go to Settings (account icon in the top right corner of the web application) then click Schedules on the left and enable Use AI scheduling.

Updated on: 12/09/2024