Auto-Scheduler

This feature is free to all accounts while in beta. Please contact support@7shifts.com to activate this feature.


The Auto Scheduler features uses state-of-the-art machine learning to create schedules for you on demand!



With the Auto-Scheduler you will be able to:

Automatically create labor-optimal schedules with 95% accuracy.

Eliminate time spent on scheduling by creating your weekly staff schedules in just one click

Factor in availability, overtime, skill level and preferred hours to schedules, meaning happier, more engaged staff.

Tweak sales projections for one-off events to ensure accurate labor requirements.

Account for seasonality and regional labor regulations in schedules to ensure labor accuracy.

 Provide managers real-time push notifications to alert them when staff are about to go into overtime.



In order to use the Auto-Scheduler, you will need:

  • 8-10 weeks of previously published schedules
  • The Gourmet Plan 
  • POS integration with Actual Sales data
  • Wages entered for all employees

SKIP AHEAD TO:

  1. Setting up Company and Location Settings
  2. Setting Labor Targets
  3. Creating Schedules

Company/Location Settings

Before diving into the Auto Scheduling feature, you'll need to ensure you've customized a few settings:

1. Head to Company Settings > Labor

  • Overtime: Set these values to ensure that the Auto Scheduler keeps your employees within the overtime limits whenever possible.
If you would prefer not to to use the 'Overtime' values, simply clear the values from each box you would like to ignore.

2. Next, head to Company Settings > Auto-Scheduler

  • Sales Interval: This will determine the interval in which your sales projections can be edited.
  • Shift Length: This will determine the minimum and maximum hour lengths for shifts.
  • Maximum consecutive working days: Set this value to limit the max number of consecutive days an employee can work. 

2. Lastly, head to Locations/Departments/Roles > Locations > Specific Location > Hours of Operation

  • Open/Close Times: Set these values to ensure that the open and close shifts begin and end at the right time. 


Setting Labor Targets

Before proceeding to build your schedule via the Auto-Scheduler, you'll need to set the Labor Targets for each Location.

It may take up to 3 hours for the Auto-Scheduler to re-calculate optimal labor after adjusting the Labor Target.

1. Click the 'Calendar' icon to head to the schedule page

2. In the heading menu select 'Labor Targets'

3. Now, click the 'Set Target' button next to the specific Location you would like to set

4. Lastly, set the specific Labor Target for each Department within the Location and click 'Save'

The Labor Target is the % of your Projected Sales that you would like to spend on labor.

Creating Schedules

Once you've taken care of the settings above, you're all set to use the Auto-Scheduler to create your schedule.

1. Click the 'Calendar' icon to head to the schedule, and select the Location and Department you'd like to schedule from the dropdown

2. Click on the 'Auto-Scheduler' button

3. From there, choose to either 'Assign the shifts to employees' or 'Create as open shifts' before clicking 'Continue'

4. If you'd like to modify the hourly sales projections, select 'Show Details', then click the 'pencil' icon next to any value you would like to edit

You can choose to add a New Value, % Offset, or $ Offset

5. Click 'Generate Schedule' to create the schedule

The Auto-Scheduler will calculate the optimal schedule based on your past schedule data.

Success! Your schedule is ready. You can choose to publish as is, or make any modifications you'd like first. 


Optimal Labor

The Optimal Labor tool works in conjunction with our Auto-Scheduling feature to give you a breakdown of where your optimal labor is and how it compares to your scheduled labor.

To switch the Budget Tool to Optimal Labor:

1. Click on the '3 dots' in the lower left corner of the Budget Tool

2. Select 'Optimal Labor'

To use the Optimal Labor tool:

1. Create a schedule using the Auto-Scheduler

2. Click on the Optimal Labor tool to expand the full view

3. Hover over any day and hour to view:

Projected Sales 

Optimal Labor

Scheduled Labor

You will be able to see any discrepancies between the total employee hours and total optimal labor hours for each specific hour here.

For example, if:

Optimal Labor = 8 hours

Scheduled Labor = 7 hours

This indicates a shortage of 1 hour (-1)

4. View daily labor overages/shortages

A '+" indicates you have scheduled too much labor (more than optimal)

A '-' indicates you have scheduled not enough labor (less than optimal)

You can also view the total hours short or over for a single day, along with the Scheduled Labor and Sales/Labor Hour

You can edit your sales projections after the fact, though this will not change the shifts that have been already scheduled via the Auto Scheduler

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