Automatic Planning
Create your Staff 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 shiftplanning. See how beneath.
“We are using the "Suggest staffing" feature in Smartplan and are extremely happy about this. It is a huge help and since we are using "Manage requests" from those employees who have shifts, everybody feels like they are taken into consideration. It works excellent.”
See how easy your rota can be made automatically:
It might feel like magic, but you are in complete control. You define your staffing needs and the rules that your shift planning should follow. You choose if the employees should hand in requests. You decide if you want to assign some employees to shifts before others. When you are ready, simply let Smartplan do the heavy and time-consuming work for you.
Kitchen
Kitchen
Bartender
Floor
Kitchen
Bartender
Bartender
Floor
No Shifts
Kitchen
Bartender
Floor
Kitchen
Bartender
Floor
Bartender
Bartender
Bartender
- Kitchen
- Bartender
- Floor
- Bartender
- Bartender
- Bartender
- Kitchen
- Bartender
- Floor
- Bartender
- Bartender
1. Set up your staffing needs
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.
- General rules
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Steve Lesley
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Brian Allen
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Jack Marshal
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Helen Vincent
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Carol Henley
| Max number of hours per week | ||
| Max. number of days in a row | ||
| Max. number of hours per day | ||
| Min. number of hours per week | ||
| Min. hours between each shift |
2. Set up rules for the shiftplanning
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:
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Max number of hours per week
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Max. number of hours per month
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Max. number of weekends with shifts in a row
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Max. number of days working in a row
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Min. number of hours per week
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Availability on weekdays
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Max. number of hours per day
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Min. number of hours between shifts
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 staff 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.
Start planning my staff rota
Smartplan Assistant can assign your shifts for you, based on your rules and staffing need.
Assigning shifts. Please wait...
The Assistant is done assigning your shifts.
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.
Kitchen
Brian Allen
Kitchen
Carol Henley
Bartender
Steve Lesley
Floor
Jack Marshal
Kitchen
Brian Allen
Bartender
Steve Lesley
Bartender
Helen Vincent
Floor
Jack Marshal
- Jack Marshal can't work two days in a row
No Shifts
Kitchen
Brian Allen
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Bartender
Helen Vincent
Floor
Jack Marshal
- Kitchen
- 1 x Bartender
- Floor
- 1 x Bartender
- Bartender
- Bartender
- Kitchen
- Bartender
- Floor
- Bartender
- Bartender
- Bartender
- Kitchen
- Bartender
- Floor
- Bartender
- Bartender
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 shiftplanning 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.
“Jeg sad og lavede vagtplan i går for slutningen af året. Det tog 25 minutter. Det er nemt at få et overblik over, hvem jeg har til rådighed. Det fungerer bare. Det kører bare.”
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 staff 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.
Create your online staff rota in minutes. Try Smartplan for free.
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