The fastest way to create a schedule in Rotageek is using the Autoscheduler.
Rotageek has two Auto-scheduling tools. The first is customer demand driven Auto-scheduling, automatically building your company's rota to match the peaks and troughs of demand in your business. The second works as a shift allocation tool, assigning a pre-determined shift pattern to your team. Your type of subscription determines which Auto-scheduling tool you'll be using.
1) Customer Demand Driven Auto-scheduling
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.
Understanding the Intra-Day Demand Graph
If you can't view the screenshot clearly please zoom in!
On the Intra-Day Demand Graph, the green 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.
Using the Autoscheduler
Before you create your rota, you need to set up your minimum staffing and skill requirements first.
Once this is done and you're ready to create your rota, navigate to The Scheduler and 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.
2) Shift Allocation Auto-scheduling
The other version of the Autoscheduler is a fixed shift allocation tool. This enables you to create a shift pattern for a week, and use the Autoscheduler to auto-assign those shifts to staff who are available.
To do this, place your all shifts in the Gaps row as you would normally build a Schedule, including tagging any required skills.
Once this is done go to Tools, then click Auto-Scheduler. This will bring up a modal where you can select and prioritise restrictions or rankings for the rota which will help the Autoscheduler decided how best to allocate shifts. Next press Apply and your gaps will be allocated to your team in draft form.
Don't forget you can always edit a rota produced by the Autoscheduler, either by deleting and editing the details of the shifts it created, or adding additional shifts in the Scheduler yourself.
When you're happy with the rota that you've created, click Approve Changes to finalise it.
To save time, you can create a Gaps Template if you use the same shift pattern on a regular basis. With your completed rota built in the Gaps row, click Tools, and then click Create Gaps Template. This will launch a dialogue box where you need to name the template, select what days to include, and which location(s) the template applies to. Once you're done click save and your Gaps Template is ready to go!
The next time you want to use Autoscheduler, click Tools, then click Apply Gaps Template. This will load your ready made Gaps Template for the Autoscheduler to assign the shifts to your team.