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Using Artificial Intelligence as a Scheduling Tool

Artificial intelligence can optimize schedules by recommending changes based on historical data. Learn how AI works and how it can be used in your scheduling process.

In the business world, AI is known for its profound potential to optimize business activities of all kinds. In fact, Gartner reports that enterprise use of AI has grown over 270% during the past four years. At Celayix, we’ve long known that the use of AI has enormous potential for software. Particularly for us, Artificial Intelligence is incredibly valuable for workforce management and employee scheduling.

How does AI Work?

Software with AI functionality has a wide range of benefits for you, and your organization. With AI-driven employee scheduling software, for example, you automatically create fair and balanced schedules, every time. AI achieves this using historical data that is has collected through machine learning. In more recent years, we have seen AI use deep learning is the processing of image, video, text and audio data.


Machine learning is the concept of algorithms and statistical models used by computers to perform a task without explicit instructions. Instead, it relies on patterns and inference. Machine learning algorithms build a mathematical model based on data. It then uses this data in order to make predictions or decisions without being explicitly programmed to perform the task. With artificial intelligence in scheduling, for example, AI will learn from a scheduler’s behavior patterns. It will then analyze them, and reach an evidence-based conclusion to create the schedule.

The important aspect here is the utilization of data. With scheduling software, AI functionality can analyze the historical data it’s been collecting since the start of implementation. Then, it uses this data to produce insights and efficiencies in the scheduling process.

AI Thrives on Complexity

Every business has its own rules, and as a result every schedule has its own complexities and intricacies. When it comes to setting schedules, there is a multitude of different factors in play. Employee experience, seniority, availability, certification, and total number of hours are just a handful of them.

Unsurprisingly, every business wants to minimize overtime hours, while still ensuring the best employees are working. AI can take these factors in to account while, importantly, following business rules and applicable laws.

Business owners want scheduling efficiencies, but they also want to make sure they can trust their software.  AI ensures that schedules follow all pre-determined business rules. AI will learn from your decision making and optimize the schedule based on historical data. For example, if an employee shows a record of working shifts relating to a particular client, it may mean they are very suitable for that client. AI can discern this trend and include this in the scheduling process by suggesting this employee for any shifts related to that client.

Applications of AI in the Workplace

Wokrplaces use Artificial Intelligence for many purposes. It is seen in marketing, research, customer experience, recruiting, and of course, employee scheduling. While you might be wondering how artificial intelligence can improve these processes, there is one common theme across all applications – it improves productivity.

Businesses use Artificial Intelligence to identify patterns and trends within data. You can imagine how helpful this is in identifying valuable sales leads, or highlighting peak demand and predicting consumer behaviour. In addition to that, we see execustives use it to identify valuable information from large data sets, helping them make critical decisions, driven by data. In the past, this analysis might have taken a considerable amount of time, but artificial intelligence speeds up the process while also choosing the best data. The automation that artificial intelligence provides also provides far more value to customers and employees than we’ve ever seen before. From chatbots, to menial tasks, AI can save time and provide genuine happiness to all stakeholders in your business.

Artificial Intelligence in Scheduling

Here at Celayix, our mission is to make employee scheduling easy. That mission is at the core of every feature we add to our software, and AI is no different. Aside from making scheduling easy, AI has a range of other benefits when it comes to scheduling too.

Data Management

As humans, we don’t have the ability to collate massive amounts of data and make accurate, efficient decisions. At first, the amount of data that we need to consider while scheduling doesn’t seem overwhelming. However, typical data points include availability, paid time off, vacation, contracted hours, overtime, qualifications, regular shift patterns and more as mentioned above. When you consider this amount of data and how many employees you are scheduling, you can see how overwhelming it can become. Not only does Celayix AI efficiently manage this data, it uses it to make informed recommendations for your shifts & schedules.

Improve Schedule Quality

When using Celayix artificial intelligence to create schedules, it will always recommend best-fit employees. When Celayix AI suggests employees for a shift, it will not only show only those employees that are qualified for the shift, but also give them ratings and rank them for best fit. Our AI Verify Schedule feature will also recommend improvements to shifts that you have already assigned, as a final step to create the best possible schedule. You’ll never have to worry about scheduling conflicts again, and you will be able to replace absent employees with best-fit alternatives at the click of a button.

Reduce Time Spent Scheduling

As we mentioned above, sorting through and managing such large amounts of data is not only difficult, it can be time-consuming. 54% of executives say that implementing AI in their workplace has increased productivity, and this of course can be said for scheduling with AI too. Even before we developed our AI feature, we have saved companies up to two weeks in scheduling time. Now that we have an AI-powered scheduler, creating schedules no longer has to be a mammoth task. Whether you’re using AI to create the schedule from scratch, or simply to verify your schedule is well optimized, you will make big-time savings. This time can be invested elsewhere in the business, and potentially improve your bottom line.

Video: Using Artificial Intelligence as a Scheduling Tool

Ensures Scheduling is fair and unbiased

Scheduling bias can occur in an organization when a manager has a certain idea about how schedules should be made or perhaps who should be working on certain shifts or locations. With the implementation of AI, predictive analytics can functionally eliminate scheduling bias. Predictive analytics is the practice of extracting information from existing data sets in order to determine patterns and predict future outcomes and trends. This is particularly valuable as it allows businesses to look ahead, anticipating and predicting behaviors and outcomes based on concrete data, rather than intuition. In this way, AI allows organizations to become proactive, rather than reactive.

Artificial intelligence has huge potential and it’s already impacting the world in ways we may not even notice. For businesses looking to streamline their employee scheduling processes, avoid the fear of change when looking to the future. Scheduling software that utilizes AI is a powerful workforce management tool in any environment.

Here at Celayix, we are the only workforce management solution that truly implements AI into the scheduling process. If you’d like to find out how we do this, our attentive support staff are always happy to answer any questions.

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