How does automated scheduling work?

schedule showing shift times with pencil lying on top

Automated Scheduling allows for shifts to be scheduled based on a set of rules – anything from staff qualifications, overtime, lowest cost candidate, senority rules, and more. These rules run by the rules engine then fill best fit candidates into the shifts. The process takes seconds compared to hours of manual effort and completely avoids manual errors.

Why You Need Automated Scheduling

Improve Accuracy and Save Time

Imagine you are a supervisor and need to create and communicate a schedule for a group of part-time employees week over week. Each employee has their own availability, work preferences, and time off requests. Keeping all these factors in mind and accounting for last minute changes, creating a schedule to fit all employees can be a time consuming and daunting task. Moreover, when this process is manual, it is very easy to make mistakes in the scheduling process, resulting in more time needed to solve the issue. In order to avoid this and increase the efficiency and accuracy of supervisors many businesses lean toward a one-sided scheduling process where schedules are created by supervisor without influence of employee preferences. This, while decreasing the complexity in the scheduling process creates employee schedules that are not flexible enough for the employees to have their say and plan ahead.

Fortunately, there is an easy fix: employee scheduling software. Depending on your business needs, moving from manual processes to automation may result in major efficiency and satisfaction increases of both supervisors and employees. With strong automated scheduling tools all availabilities, time off requests, and historical data and preferences are collected and attributed to the schedules. At Celayix our clients use a suite of tools to not only automated the collection and communication of these aspects, but also automated the creation of schedules.  When the supervisors are planning schedule using scheduling software, they are only able to assign a shift to an employee who fits the criteria of the shift and is available for that shift – i.e. is not already working another shift or has requested time off. Supervisors also have the ability to assign shifts based on the availabilities record of the employees, eliminating a need to go back and forth to see if someone is available to work.

Supervisors have the ability to handle complex availabilities and time off requests meaning that more flexibility for employees. Using scheduling software that incorporates cutting edge technologies such as ES6, react, flux, HTML5, CSS3, and phonegap further increase easy communication between part-time employees and supervisors by making schedules and communication tools available from the phone, web, and mobile.  It is as simple as employees logging into their account on the web or app for anything from viewing shift details, submitting availability, and submitting and checking the status of their time off request.  This all results in eliminating or near eliminating the chance of mistakes and miscommunications taking place. The best part? The time savings in handling complex scheduling needs, which can translate into time savings of several hours a day.

By creating better communication between supervisors and employees, supervisors will spend less time planning accurate schedules and employees can have more flexible work time. As a result, a better working environment can be provided – a win-win!

For more information on how automating employee scheduling and employee communications can help your business, contact us today.

For tips and tricks on how to create greater efficiency, check out the Celayix Blog or email us at