Assign Employees

Assign Employees lets you add employees to a single open requirement.  If you’re trying to fill a large number of requirements, this will take you longer than AutoSchedule, but it also allows you more flexibility and control.

How to get there:

To access the Assign Employees window, click on any shift cell in the schedule’s coverage summary section.

In this article:

1) Basic Information

2) Assignment Methods

3) Configuration Options

4) Using Assign Employees to do Call-Outs

Basic Information

The first thing you see on loading the Assign Employees window (also known as the Candidate Finder) is this:

The top of the screen displays the details of the requirement.  You can also use the arrows in the “Required” box to edit the number of employees required on the fly.

The main portion of the window shows a list of candidates, each of whom has an “Assign” button at the far right.  Clicking this button will add the selected employee to the requirement.  If you want more information about the employee, you can also click on his/her name to open up an employee info dialog.

Assignment Methods

Assign Employees pre-filters your employees for you, returning only those who are eligible to work the currently selected requirement.  It splits the results into multiple sections, which are reflected in the assignment method menu on the left of the page.  This allows you to choose exactly who you want to assign to the shift and what kind of assignment you want to make.  It also lets you view the scheduled employees and remove them from the shift or reassign them to another one.

Here’s a quick breakdown of the various assignment methods:

AutoSchedule – This shows a list of top employees who would have been assigned to this shift by AutoSchedule.  You can think of this as a “suggested assignments” section.

Optimize Scheduled Employees – This section allows you to adjust the assignments of already-scheduled employees.  Specifically, you can Reassign Extra Employees.  If there are any employees who are currently surplus to requirements on another shift, but are qualified to work the shift you’re currently looking at instead, they’ll appear in this section as candidates.

Add Employees (the text here will be the one you agreed on when setting up your organization) – This section allows you to make straight time or mandatory overtime assignments to eligible employees.  The shift will be given to any employees you choose in this section as an additional assignment, instead of replacing an existing shift like in Reassign Extra Employees.  Straight time shows employees who can take the shift without hitting their maximum hours before overtime, whereas mandatory overtime shows employees who can take the shift as overtime.

Scheduled Employees – Not technically an assignment method, this section shows you who’s already scheduled to work the shift.  You can use the “Show or Hide Details” button to view the details for these employees, use the link in the “Edit” column to go straight to their shift edit windows, or use the buttons in the “Actions” column on the far right to reassign or unassign them. 

Unassign: The “Unassign” button simply removes the employee from the shift.

Reassign: “Reassign” takes you to a screen where you can choose from a list of other requirements this employee is eligible to work (if any exist).

Shift Reassignment page reached after clicking "Reassign" through Assign Employees.

Revert: “Revert” reverts an employee back to their original shift based on their pattern.


Configuration Options

Throughout all of the sections in the assignment method menu except for AutoSchedule, you have the following view configuration options:

Show employees that are not eligible because of rule violations – By default, employees who violate any of your organization’s labour rules (which may include things like minimum time off between shifts and maximum hours worked in a day) are not displayed as candidates.  However, you can choose to show those employees by clicking on the Show all x employees that were evaluated

Show or Hide Details – Toggles the detailed results view, which includes information for each employee about shifts worked on adjacent days, hours currently worked, and more.

Export to PDF – Allows you to save the current list of candidates as a PDF file.  This feature is very useful if your organization does call-outs, since the exported PDF includes each employee’s phone number (if entered into the system) and other contact information.

Filter by group – The drop-down menu at the top left of the list of candidates shows all of your organization’s groups.  You can choose any of them to display only employees in that group.

Sort by – The drop-down menu at the top right of the list of candidates lets you choose how to sort the list: Most Seniority, Least Seniority, Employee Name, Pay Period Hours, YTD Total Hours, or OT Hours.

Filtering options – To the right of the title of the “Employee” column, there’s a small funnel icon.  Clicking it will bring up a full list of filtering options.  You can:

  • Show or hide employees who are unavailable (unavailability is either entered by a manager in the employee profile page, or determined by the employees themselves if they’ve been granted permission)
  • Allow or disallow overtime
  • Include or exclude employees who have this position as a secondary position
  • Include or exclude employees who have this location as a secondary location
  • Include or exclude full time, part time, and casual employees
  • Only show employees who have certain skills

Rules – To the right of the title of the “Rules” column, there’s a small funnel icon.  Clicking it will bring up a full list of your organization’s rules.  You can turn any of them on or off to show/hide employees who violate those rules.

Note that after updating any of the last four configuration options, you’ll have to hit the “Refresh” button (next to “Show or Hide Details” and “Export to PDF”) to update the list of candidates.

Using Assign Employees to do Call-Outs

Clicking on the name of any candidate in Assign Employees will open his/her Employee Info pop-up:

Since the “General” tab shows any contact info entered for the employee, this gives you a very easy way to do call-outs – that is, run through the list of candidates returned by Assign Employees and contact them one by one to offer them the assignment until someone accepts.

On the other hand, if the employee declines the shift or you are unable to contact the employee, then you can enter a refusal for this employee for this shift by clicking the “Add” button in the “Refusal” column.

This will open the “Add Refusal” dialog:

The fields to enter are:

Called on – A record of the date and time on which you attempted to contact the employee.

Reason – You can choose from your organization’s refusal codes to elaborate how or why the employee declined the assignment.

Comment – Any extra comments on the refusal.

Click “Save” to save the Refusal.  You will now see the refusal code on the row for that employee in the Assign Employees window, as shown below:

This is a very convenient way for you to track and document your call-out process, ensuring (or allowing you to go back and check) that you don’t miss anyone as you go down the list.

Once you’ve found an employee who wants to take the assignment, click on the “Assign” button for that employee.  S/he will be added to the shift and automatically moved into the “Scheduled Employees” section.

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