Automatic planning
- Create your rota with one click
Are you also tired of spending a lot of time trying to solve the puzzle that is your rota? Would you like the option of not having to keep all individual considerations in your head when planning? Let Smartplan do the work for you and achieve faster and better shift planning. See how beneath.
“We use and are extremely happy with the “Suggest Staffing” feature in smartplan. It is a huge help, and since we use “Receive requests” from the employees who have shifts, everyone feels that they are being taken care of. It works brilliantly.”
Kasper Bøgh Pedersen
/
DTU Bibliotek
See how easy your rota can be made automatically:
1. Set up your staffing need
To be able to help you, Smartplan Assistant just needs to know what you need. Define how many shifts you need and when you need them.
In the animation, you can see that we need two kitchen shifts from 8 am to 12 am and one bartender and a floor manager from 4pm to 8 pm on Monday.
2. Set up rules for the shift planning
Your employees often have different hourly contracts. And there might be days where some employees cannot work. You decide how the automatic planning should behave and which rules it should comply with:
3. Receive requests from your employees
You can choose to open your rota for requests. Let the employees mark the time spans in your rota, that they cannot work in. Afterwards, Smartplan can fulfill as many of the requests as possible.
The advantage is that you will get a more realistic rota. As a manager, you will achieve a rota where the employees actually are available in the time spans they are assigned to and thereby avoid several shift swaps or cancellations once the rota is published.
4. Create your staff rota with one click
The Assistant can take care of everything automatically by suggesting a staffing based on your staffing needs, requests and rules. It goes through thousands of combinations to find the best one for you. The combination will be as fair as possible and abide by the rules you have defined. Go get a cup of coffee and let Smartplan Assistant do the work for you.
Plan some yourself and let the Assistant do the rest
If there are employees that you would like to prioritise or plan yourself, you can easily do this and then Smartplan can take care of the rest of the staffing afterwards.
5. Adjust the staffing and publish to the employees
When you are making the rota - either automatically or yourself - the Assistant will keep an eye on whether your rules are abided by. Thereby, it will be easier for you to make the best possible shift planning without missing important things. When you have made your adjustments, the rota can be published to your employees and become visible on web, app and in the calendar.
“I was making a rota yesterday for the end of the year. It took 25 minutes. It's easy to get an overview of who I have available. It just works. It just runs smoothly.”
Rasmus Kroer
/
Operation Manager
Hantwerk
6 things, that Smartplan Assistant helps you with
You do no longer have to worry about all the rules while planning your shifts. Smartplan Assistant will do the boring work for you, so you can focus on finding the rota that fits your business. Here are 6 things, that Smartplan Assistant will do for you:
Union rules
The Assistant is already set up to follow the 11 hour rule. You can also change the number of hours you would like between two shifts.
Number of hours per week or month
Define how many hours each employee can work. You can define this in general or individually for each employee to fit your needs.
Holidays, absence or illness
If an employee has requested time off, is on holiday or in some other way has approved absence, Smartplan Assistant will make sure you do not assign shifts to this employee.
Max. number of days or weekends in a row
You can also ask Smartplan Assistant to ensure that your employees' resources are distributed as equally as possible. Define how many days or weekends in a row your employees can work.
Weekdays off
Some employees are unavailable on specific weekdays. Maybe they have school or other commitments. Create a rule that defines which days and time spans they cannot work in.
Shift requests
You can open your rota for requests from the employees. After having defined your staffing needs, Smartplan can handle requests from the employees. This way Smartplan Assistant can put together a rota that makes everyone happy.
Get Started in 2 Minutes — It's Free for 14 days
Why Smartplan is the right choice for you:
