AI-Powered Scheduling
Let SimpleStaff's AI create optimal schedules that balance employee preferences, coverage requirements, and labor rules automatically.
Coming Soon
AI-Powered Scheduling is currently in development and not yet available. This documentation provides a preview of what's coming. We'll notify you when this feature launches!
What AI Scheduling Does
Our AI scheduling assistant analyzes multiple factors to create schedules that work for everyone:
Employee Preferences
Respects availability, preferred hours, and time-off requests
Coverage Needs
Ensures adequate staffing during peak hours
Fair Distribution
Distributes shifts equitably among team members
Rule Compliance
Follows labor laws, union rules, and company policies
Using AI Auto-Fill
Step 1: Create Empty Shifts
First, create the shifts you need without assigning employees. You can:
- • Create shifts manually by clicking on the schedule
- • Apply a shift template
- • Copy shifts from a previous week
Step 2: Click AI Fill
Click the ✨ AI Fill button in the toolbar. A dialog will appear with configuration options.
Step 3: Configure Options
Choose how the AI should prioritize assignments:
Priority Mode
- Balanced: Equal weight to all factors
- Employee Preference: Prioritize availability and requests
- Coverage First: Fill critical slots first
- Cost Optimized: Minimize overtime and premium pay
Scope
- Unassigned Only: Fill empty shifts only
- Full Week: Reassign everything for optimization
- Selected Day: Focus on a specific day
Step 4: Review Suggestions
The AI presents its suggestions with explanations:
- Green assignments: Optimal match, high confidence
- Yellow assignments: Good match with minor trade-offs
- Red warnings: Conflicts that need your attention
Step 5: Accept or Modify
You can Accept All to apply everything, or review and modify individual assignments before confirming.
AI Scheduling Insights
After filling, the AI provides insights about your schedule:
All time slots have adequate coverage
Most shifts match employee preferences
Hours are fairly distributed among employees
What the AI Considers
The AI takes many factors into account when making assignments:
Employee Factors
- Availability: When they're able to work
- Time-off requests: Approved and pending requests
- Preferred hours: Desired weekly hours
- Skills & certifications: Qualifications for positions
- Seniority: Priority for preferred shifts
Business Rules
- Coverage requirements: Minimum staff per time slot
- Position requirements: Skills needed for each role
- Budget constraints: Labor cost targets
Legal & Compliance
- Rest periods: Minimum hours between shifts
- Maximum hours: Daily and weekly limits
- Union rules: Collective agreement requirements
- Break requirements: Mandated break times
Tips for Better AI Results
Keep Availability Up to Date
Encourage employees to update their availability weekly for the best matches.
Set Preferred Hours
Have employees specify how many hours they want to work each week.
Configure Coverage Requirements
Define minimum staffing for each time slot so AI knows the targets.
Set Up Skills and Positions
Assign skills to employees and requirements to shifts for better matching.
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Questions about AI scheduling?
Contact Support