Manually creating shift schedules is often time-consuming, error-prone, and stressful. Managers must balance business needs with labor law compliance, contractual limits, and employee availability—often without the right tools. Automatic Shift Planning, available exclusively for Enterprise plans, simplifies this process by generating optimized weekly schedules in just a few clicks.

How to configure it

Automatic Shift Planning works in three simple steps:

1. Define scheduling rules

These settings help ensure legal compliance when shifts are generated automatically. Start by setting the rules in each employee’s contract:

1. In your sidebar, go to Organisation
2. Choose an employee profile
3. Go to the Contract section, and click on Fix conditions or Create new conditions
4. In the working hours section, set the following values:
   1. Contract hours
   2. Maximum daily hours
   3. Minimum rest hours between workdays (e.g., 12 hours in Spain)

2. Set coverage needs 

This step defines how many people are needed per role during the week.

1. In your sidebar, go to Shifts
2. Click the Coverage button
3. Select the relevant workplace (e.g., your Barcelona store)
4. Click the plus icon to define coverage
   1. Choose the date range (e.g., the entire week).
   2. Indicate the number of people needed per role (e.g., 3 sales assistants in the morning and 3 at night)
   3. Select one or more saved shifts that fit the roles
5. Click on Save

3. Run the auto-scheduler 

This step assigns shifts based on the rules and coverage you've defined.

1. In your sidebar, go to Shifts
2. In the Coverage section, click the Auto-schedule button
3. A pop-up will appear where you can:
   1. Select the rules to apply
   2. Choose the employees to include (if you use the location filter, by default, all employees in this location will be selected).
4. Click Run to launch the scheduler
5. Publish the shifts when you're ready

Tips and Best Practices

• Make sure all employee contracts are updated with accurate agreement hours and rest time.
• Regularly check coverage to adjust for business peaks or holidays.

FAQ

1. Why shifts are not assigned to any employee?
   This may happen if there are not enough available employees who match the defined rules and roles.
    
2. Why changes are not visible after scheduling? 
   Try refreshing the page if the new shifts don’t appear immediately.
    
3. What happens if no employee is available for a shift?
   The system will leave the shift unassigned, and you’ll see this in the Coverage section.
    
4. Can I edit shifts after they’re created?
   Yes, shifts can be adjusted manually after automatic planning is completed (before to publish it).