Available on Planning Max and Duo Max plans.
To access smart replacement suggestions, simply go to your schedule.
These are available in two scenarios:
By triggering them manually on any work shift:
Click on the ‘...’ menu on the shift for which you want to find a replacement for the originally scheduled employee, then select ‘Find a replacement’.
In the event of a conflict between a work shift and a new approved absence:
Work shifts that conflict with the absence will automatically be placed in the “Unassigned” row with a ‘To be replaced’ label.
Click on one of these shifts to see replacement suggestions.
If the ‘Unassigned’ row is not displayed on your schedule, the shifts to be replaced will remain on the schedule, duplicating the absence.
You can easily display it:
On the Schedule page: click on ‘...’ next to ‘Publish my schedule’ > Display options > Show unassigned shifts
This allows you to prepare your shifts before assigning them to a specific employee, in particular to ensure that all your needs for the week or day are covered. This is also where the shifts to be replaced will appear.
Next, you will see replacement suggestions based on the following criteria (detailed below):
Does the employee have a current contract?
Does the employee have this position in their primary or secondary positions?
Is the employee available during this time slot (no conflicts with another shift, approved absence or rest period)?
Is there a risk of triggering a regulatory alert for the replacement employee?
How to understand and improve suggestions
For an employee to be recommended, they must be eligible, i.e.:
Have a current contract on the date and time of the shift
Be visible on the schedule
Not be archived
If these conditions are met, the recommendations then take into account a set of criteria to determine which employees are most suitable to cover the shift.
An employee will be identified as:
‘Ideal’ if they:
have this position in their primary or secondary positions
have no scheduling conflicts
do not generate overtime or additional hours
do not trigger alerts
If several ideal employees are found, they are presented by weekly hour volume, from smallest to largest.
‘Possible’ if they:
have this position in their primary or secondary positions
only trigger non-blocking alerts
generate overtime or additional hours
are off work on that day
If several possible employees are found, they are presented by number of alerts triggered, from smallest to largest.
Will not be recommended if:
cannot cover this position
has a scheduling conflict
triggers blocking legal alerts
In all cases, you retain the option to reassign this shift to any employee displayed in the schedule. The reason why an employee is not proposed is displayed in the list of employees.
Position verification
An employee is considered capable of covering a position if the position to be replaced is one of their primary or secondary positions.
You can define your employees' primary and secondary positions:
Individually on their Employee page > Personal information > Access to networks and establishments (at the bottom of the page)
Collectively in the establishment settings > Smart Planner settings > Shift allocation (at the top of the page)
To ensure that recommendations are always of high quality, it is important to clearly specify the primary and secondary positions when creating an employee and to keep them up to date in the event of a change of position.
Checking availability
An employee is included in the recommendations if, when placed on the shift to be replaced, they:
Ideal:
Have no conflicts during the time slot
Possible:
Are on weekly rest during the time slot
Will not be recommended:
Are already scheduled for the time slot
Have a validated absence during the time slot
Checking hour counters
Recommendations are based on weekly hours and do not currently take into account monthly or annual modulation counters.
An employee is included in the recommendations if, when placed on the shift to be replaced, they:
Ideal:
Does not work any overtime or additional hours
Possible:
Exceeds the total weekly hours stipulated in their contract
This total number of hours is presented in the following format: ‘Total hours if the employee is assigned to this shift (difference between this and the total weekly hours stipulated in their contract)’.
For example:
For an employee with a 35-hour contract: ‘Total hours: 34 hours (-1 hour)’
Legal compliance check
The recommendations take into account the most common legal constraints. It is recommended that you always check that by placing the selected employee on the replacement shift, you are complying with the specific constraints of your CCN or your company agreements.
Compliance is verified on the basis of 7 alerts identified as critical and applied according to your collective agreement and your establishment settings:
Full-time:
Daily working hours
Maximum working hours per week
Daily rest
Weekly rest
Part-time (specific alerts):
Maximum additional hours (the total number of hours must not be equal to or greater than the total number of hours for a full-time position)
Limit on additional hours (the total number of additional hours must not exceed a percentage of the weekly hours stipulated in the contract)
Part-time working hours (time between the start of the first shift and the end of the last shift)
For each of these alerts, we check whether:
The alert is enabled for your establishment
If not, the rule is not checked by our recommendation engine
The alert is flagged as blocking
If yes, failure to comply with this rule will exclude the employee from the recommendations
If not, failure to comply with this rule will display a warning in the recommendations