The fastest way to create a schedule in Rotageek is using the Autoscheduler.
Depending on how your company uses the Autoschedule function, the Autoscheduler will either use Forecasted Demand (1), which automatically builds your company's rota to match the peaks and troughs of demand in your business, or use Targets (2) specified by you, the manager. You might also have a combination of the two, with some jobs being forecasted, and some entirely specified by targets. In both cases, you will use the Staffing Levels page.
1) Forecasted Demand - 'forecast-driven jobs'
For jobs which are forecast, Rotageek's Auto-scheduling algorithm will use your business's forecasted demand 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.
The only input required from the manager is to set minimum staffing levels using the Staffing Levels tool (3).
When your company's Rotageek account is created, each location's demand data is pre-loaded into the system. When you have entered the minima, the demand is displayed in the Intra-Day Demand Graph (4).
2) Targets - 'target-driven jobs'
If your company doesn't use the forecast-driven Auto-scheduling, or there are tasks which are not shaped by the forecast, you will need to set up your target staffing requirements before you can create your rota.
3) Using the Staffing Levels tool
To set minimums for forecast-driven jobs and/or targets for target-driven jobs, 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 jobs that your company has set up on Rotageek. Some are 'active', meaning they are a job that a person is scheduled to do - for instance Till. Some might be 'passive', meaning they are not an active job, but a required property of a person - for instance a Keyholder or Fire Warden. Passive skills will only ever have a minimum
Target-driven jobs - the Target Line
This is the ideal number of staff you want for each active job, to use when there is no forecast data. Make sure you set a target to cover the whole time you need coverage. Note that there will not be a Target line for a passive job, or for a job which is forecast.
Forecast-driven jobs - the Minimum Line
This is the minimum number of staff you need in your store. When the target is not possible, the Autoscheduler will prioritise hitting minimums. Enter the minimum to cover the whole time you need staff for the relevant job.
For forecast jobs, this performs two functions. Firstly, it ensures that any minimum levels are hit even when the forecast would indicate they are not required - for instance if lone working is not allowed, you would specify a minimum of two so that two staff are allocated even during very quiet times. It also tells the Autoscheduler at what time you want staff - for instance you might want coverage 15 minutes before and after opening hours, or you might only want a certain job staffed for a portion of the day, in which case you would only put the bar on that part of the day.
For target-driven jobs, this line will not appear by default as adding minimum staffing levels is optional. To see and use minimums for target-driven jobs, you will need to tick 'Show minimum values' on the 'Filters' button. This minimum could be used if hitting the target is likely to not be possible.
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 Duty Mgr skill, which means that the Autoscheduler will prioritise giving at least this coverage.
You can edit the quantity of staff required along with the start and end times by simply clicking on the demand you have input. To vary the number throughout the day, just create different demand bars at the required times, as shown on the Till target.
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.
4) 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.
5) Using the Autoscheduler
When you're ready to create your rota, click Auto-schedule in the top right corner.
Rotageek will then generate your near optimal schedule.
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.
All you need to do then is click Approve Changes to finalise the rota. Easy peasy!