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Optimizing the schedule
Optimizing the schedule

This article describes how to optimise your schedule and how to use it.

Eléonore Prudhomme avatar
Written by Eléonore Prudhomme
Updated over a week ago

The topics covered in this article are:

  • Defining the optimisation rules

  • Check your structure

This function is used to check that the schedule created for a week complies with the rules set in your location.

⚠️ The schedule will not be created according to predefined rules: this functionality is used after the schedule has been created, to check that it complies with certain rules. Those can be modified at any time.

💡The Smart Planner option allows you to create a schedule automatically, based on pre-defined rules. To find out more about the Smart Planner 👉 click here

To access schedule optimisation > from the week view of the schedule > click on the three dots at the top right > choose Optimise my schedule from the drop-down menu.

Define optimisation rules

Several types of rules can be defined in order to check that the schedule you have created complies with them or to change your schedule if it doesn't.

Structure rules

Structure rules are used to check that the schedule complies with certain constraints and operating requirements:

  • Taking account of employees' availability or unavailability

  • Taking account of employees' daily rest periods

  • Avoid overtime

  • Manage employees' working hours: maximum working hours per day, minimum working hours, checking the number of employees shifted for each post.

    Check the rules that must be followed on the schedule and then check the structure of the schedule.

Job rules

These rules allow you to define the number of positions you need per day and per hour (for example: I need 4 waiters from Monday to Saturday between 11am and 3pm).

By clicking on the arrow next to the name of each position a table lists the number of workstations required per hour and per day of the week.

  • You can define the structure of the schedule shift by shift, and then calculate the number with the planned shifts.

  • Or you can use a saved schedule template to impose the same structure on the weekly schedule.

Double-click on the box to enter the desired number of shifts per hour and per day of the week.

Once you have set the desired number of shifts per hour and per day of the week, save the changes by clicking on the button at the bottom of the table.

Performance rules

These rules allow you to define the desired performance for the week, by entering :

  • a forecast turnover for the week

  • a total payroll/projected revenue ratio (in %)

It is also possible to compare the hours available and the hours planned on the schedule, to analyse how full the schedule is over the week

Check your structure

Once the optimisation rules have been defined, the structure of the schedule can be checked.

Click on the Check my structure button at the bottom of the schedule optimisation tab.

The tool will inform you of any anomaly in relation to the rules defined above.

When an anomaly is detected, it is highlighted in red. Click on the arrow next to the anomaly title to find out the details and be able to modify the schedule accordingly.

💡This feature allows you to check that the schedule is optimally suited to the location. Once the schedule has been checked and altered it can be saved as a template for reuse.

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