The fastest way to create a schedule in Rotageek is using the Autoscheduler.
You can autoschedule using two different methods. The first is using Forecasted Demand (1), which automatically builds your company's rota to match the peaks and troughs of demand in your business. This data is not visible on the frontend and our data team will need to set it up. The second works on staffing levels (2), which you can input yourself in the staffing levels tool.
1) Forecasted Demand
Using your business's forecasted demand, Rotageek's Auto-scheduling algorithm will build you a near optimal schedule in seconds. If you're intrigued how demand data is generated as well as what constitutes an optimal schedule, check out our article explaining how demand forecasting works.
When your company's Rotageek account is created, each location's demand data is pre-loaded into the system. This is displayed in the Intra-Day Demand Graph (3).
2) Using the Staffing Levels tool
If your company doesn't use the customer demand driven Auto-scheduling, you willl need to set up your minimum and target staffing and skill requirements before you can create your rota.
To do so, navigate to the Staffing Levels tool.
Please zoom-in if you cannot see the screenshot below and find here each annotation corresponding to its number.
1 - This is the template you're currently editing. You can create a new one by pressing "New Template".
2 - This is the day you're currently adding the staffing levels to.
3 - These values are the targeted total hours for the day and for the week.
4 - These are all the skills that your company has set up on Rotageek.
The Target section is the ideal number of staff you want in your store. Make sure you set a target from the time your store opens to the time it closes.
The minimum section is the number the minimum of staff you need in your store during its opening hours. Adding minimum staffing levels is optional.
To input your staffing levels, simply drag and drop your cursor from the start to the end time of your choice. In the video below, I added a requirement of one staff member with the Counter skill from 10am to 4pm.
I've also set a minimum of one person with the Counter skill, which means that the autoscheduler will prioritise this skill over the two other ones.
You can edit the quantity of staff required along with the start and end times by simply clicking on the demand you have input.
Repeat the process for each skill required for that day.
To save time, press Copy to other days and select the days you want this staffing levels template applied to if it is identical or similar on other days. On the screenshot below, I've copied the Sunday staffing Levels onto Monday Tuesday, Wednesday, Thursday and Friday.
When you're finished with the Staffing Levels, navigate to the scheduler.
3) Navigate the Intra-Day Demand Graph
You will find on top of the scheduler the Intra-day Demand Graph. Expand the section in order to see your demand and/or apply your staffing levels template.
If you can't view the screenshot below clearly please zoom in!
On the Intra-Day Demand Graph, the purple line represents forecasted customer demand, and the blue bars show the number of employees scheduled. The information contained here will form the basis for your rota. The graph displays in 15 or 30 minute intervals.
4) Using the Autoscheduler
When you're ready to create your rota, click Auto-schedule in the top right corner.
In a matter of seconds Rotageek will generate your near optimal schedule. All you need to do then is click Approve Changes to finalise the rota. Easy peasy!
Once Autoscheduler has run, managers can manually edit rotas produced by the Autoscheduler by either editing or deleting existing shifts, or adding further shifts if needed.