The fastest way to create a schedule in Rotageek is using the Autoscheduler.

Depending on how your company uses the Autoscheduler function, the Autoscheduler will either use Forecasted Demand, which automatically builds your company's rota to match the peaks and troughs of demand in your business, or use Targets 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.

If your company has specific shifts that need to be autoscheduled, you'll be using the gaps autoscheduling feature and you can view the article here.

Forecasted Demand - 'forecast-driven jobs'

For these jobs, Rotageek's autoscheduling algorithm will build your rota to meet forecasted demand, meaning your rota flexes to meet peaks and troughs in the day & week. 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 staffing levels using the Staffing Levels tool - see below.

Introduction to the Staffing Levels feature:

To set your requirements for the Autoscheduler, you will need to use the Staffing Levels tool. Staffing Levels may have 4 different inputs which you can update. Find out more about the inputs by watching this video!

Adding Staffing Levels onto the system:

You need to add the inputs onto the staffing levels page which can be done per day, per location, per task in 15 minute increments. These can be updated at any point and will reflect on the Scheduler.

Making use of multiple templates

If certain weeks have different requirements - for instance around holidays, or at the beginning of a promotion cycle - you might need different Staffing Levels. Rather than having to re-do the Staffing Levels each time this happens, you can just make a new template that you can save and use whenever you need it.

To add a new template, press 'New Template', and you can even copy another template into it to get started with - especially useful if the new template will only be slightly different.

Applying Staffing Levels onto the system:

If you do have multiple staffing levels on the system, when you navigate to the scheduler the staffing levels template will default to the 'base template.' You will need to manually update the staffing level template on the scheduler to select a new one.

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.

On the Intra-Day Demand Graph, the purple line represents forecasted customer demand, and the coloured bars show the number of employees scheduled which relate to the colour of the task.

Using the Autoscheduler

When you're ready to create your rota, click Auto-schedule in the top right corner.

Rotageek will then generate a schedule that fits into all your rules, people data and budgets if there are budgets on the system.

Once Autoscheduler has run, managers can manually edit the schedule produced by the Autoscheduler by either editing or deleting existing shifts, or adding further shifts if needed.
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All you need to do then is click approve changes to finalise the rota.

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