Scheduling even just a handful of employees can be time consuming. That’s why we developed a scheduling system that is able to accurately and automatically schedule your teams and employees to jobs. 

What does this mean for you and your team?

  1. You’ll save time as you’ll only need to schedule exceptions
  2. You’re employees will see their scheduled jobs sooner
  3. The quality of your company’s work will go up as the highest quality teams will be scheduled first

How does the Automatic Smart Scheduler Work?

Our automatic smart scheduler has been developed to take a number of factors into account in determining which team should be scheduled to a job. It considers:

  • Employees’ regular working hours
  • Ranking of teams
  • Number of employees required for the job
  • Employees required for unscheduled jobs
  • Manually created events (eg. vacation)
  • Complex shifts
  • Conflicting events
  • Requirement for all team members of a given team to be available for the job
  • Auto-scheduling eligibility of appointments, teams and the employees on those teams
  • Team preference by job

At what levels can I control the Automatic Smart Scheduler?

There are various ways in which you can disable automatic smart schedule.

Global: Within your Booking Form Settings page, you can disable all automatic scheduling of jobs

By Team: Within each team’s settings, you can disable automatic scheduling of jobs to that team

By Employee: Within each employee’s settings, you can disable automatic scheduling of jobs to that employee

By Appointment: When creating or editing an invoice, you can disable the automatic scheduling of that job to a team

What Employees are Eligible for Auto Scheduling?

Only active employees who have been assigned to a team are eligible to be auto scheduled to jobs. Teams can be as small as 1 employee or as large as 10.

I see that I can indicate a preferred team to be scheduled when creating an invoice. How does this work?

If you indicate a preferred team for the job when creating an invoice, when the auto scheduler runs, it will give this team priority. If this team is available during the specified appointment time, all available members of this team will be scheduled to the job. If the preferred team is unavailable, the system will attempt to schedule the next best team.

How can I get the best performance out of the auto scheduler?

You’ll get the best results from the auto-scheduler by ensuring that unscheduled events (i.e. jobs that couldn’t be auto-scheduled) are assigned to your employees in a timely manner. The dashboard of our platform will clearly list these unscheduled jobs.

By ensuring that all jobs, including the exceptional ones that the auto-scheduler didn’t think it should automatically schedule, are scheduled, the auto-scheduler can make better decisions for new bookings that are made.

I’ve had the auto-scheduler turned off until now. If I turn it on now, will all unscheduled jobs be automatically scheduled?

No, the auto-scheduler will only run at the time of invoice creation or invoice edit.

How can I ensure that a team is only assigned to a job if all members of that team are available during the job’s appointment time?

Within the Booking Form Settings page, you’ll find a setting called 'Only Entire Team'. Enable this setting to ensure that only full teams are automatically scheduled to jobs.

What do the different event colors mean on the schedule in relation to auto scheduling?

Appointments that are marked in pink are ‘Team Jobs’. The presence of a ‘team job’ on any one of the employees on the team means that that team will not be considered for auto-scheduling for any jobs during that time.

Appointments that are marked in blue are “Employee Jobs”. These appointments will not prevent the booking of the rest of the team members to another job.

Appointments marked in purple are custom events. They will prevent the auto scheduling of appointments to the timeslots in which they exist.

What are the reasons for a why a given team wasn’t automatically assigned to a job?

  • The invoice was for a job that is to take place today or took place in the past
  • The appointment (or a portion of the appointment) falls outside your teams’ regular working hours
  • Auto-scheduling is disabled at the global, team, employee, or appointment level
  • All teams have at least one other event that conflicts with the appointment

I have a team of 3 people. I need one employee to be assigned to a job, but I want the other two to remain eligible for auto-schedule of jobs in the future.

When you schedule the job to the one employee, ensure that an ‘employee job’ (i.e. blue box) is assigned to the employee rather than a ‘team job’ (i.e. pink box)

I’ve changed the weekly schedule of a team. After I save this change, will the auto-scheduler run on all future jobs to ensure that these employees aren’t booked to jobs that end after their quitting time?

No, the auto-scheduler only runs at the time of invoice creation or edit. We do not run the auto-scheduler on large batches of jobs following schedule changes to prevent a situation where it removes jobs that have been manually scheduled in a particular way (eg. to multiple teams or to employees as overtime).