The schedules are used to maintain the daily and weekly complement of employees needed in your facility. The Master Schedule consists of lines created and assigned to the employees, which in turn are used to populate the Active Schedule.
Once the Active Schedule is updated from the Master, the Autofill feature can be used as a method of filling unfilled shifts using a combination of department, class, shift (Day Code), unit etc., combined with the previously configured Autofill rules, similar to the Wizard rules. Autofill is normally part of the pre-scheduling process and should be run once all vacation requests and other Time Off Requests have been processed for the scheduling period you are working on.
Key Information Before the Autofill can be used:
❖Rules must be configured.
❖An Update from Master MUST BE RUN.
❖All Time Off Requests for the scheduling period should be fully processed.
▪Select the Schedules Tools menu.
▪Select Autofill Schedules.
The Autofill Schedules menu will appear:
The Update From Master process can be filtered by clicking on the Filter icon and choosing your method of filtering based on the tab selections i.e., department, class etc.
You may also filter by individual employee(s) as shown below.
We suggest that you use the same filer criteria you used when you updated from the Master Schedule and that the scheduling period you are updating coincides logically with the pay period.
For example, if your pay period is July 1-14, you should not run Autofill from July 7 - 21.
Order Schedule (by)
You have the option of configuring up to three levels when running Autofill. You may select only one level or choose all three levels, which will be prioritized in the order they are configured. If NO shift order is selected for any level i.e. None, None & None, the system will fill shifts in random order for the selected schedule period.
The system will fill all shifts for the selected schedule period, one day at a time, not moving to the next day until all possible shifts for the current day are filled.
The system will fill shifts in the following order:
▪All M (morning) shifts.
▪All A (afternoon) shifts.
▪All E (evening) shifts.
▪All N (night) shifts.
Shift Start Time
The system will fill shifts for the selected schedule period, starting with shifts having the earliest start time, and finishing with shifts having the latest start time.
The system will fill shifts for the selected schedule period, starting with the shortest shifts first and finishing with longest shifts (e.g., a 3-hour shift will be filled before an 8-hour shift).
Shift Length DESC
The system will fill shifts for the selected schedule period, starting with the longest shifts and finishing with shortest shifts (e.g., 8-hour shift will be filled before a 4-hour shift).
Days of Week
You have the option of only filling certain days of the week by ticking the applicable boxes.
Show Filled Schedules
Tick this option if you would like your filled schedules displayed after Autofill is run.
Show Unfilled Schedules
Tick this option if you would like your unfilled schedules displayed after Autofill is run.
This default action will book the schedules as per the rules previously defined, as part of the Autofill processing.
You may choose to notify employees of filled shifts (text and email configuration is required).
Enter the start and end dates for the update (April 14 - April 20 below).
▪Verify your Filter selection(s).
▪Verify your output setup (see Autofill example for the PSW class below):
You will get the following confirmation request.
▪Click Yes. While Autofill is running, you will see a progress bar and the processing bell indicator:
Once the process is complete, a report similar to one in the example below will appear:
If not all the shifts were filled during this process, and you ticked the option Show Unfilled Schedules, your report will include the remaining unfilled shifts for your reference.
Schedule Result - Daily Schedule
In the image below we see the Autofill results on the Daily Schedule. Notice the icon associated with Autofilled shifts.
Schedule Result - Active Schedule
The colour of the shifts will appear the same as the Master Schedule colour, since these shifts were originally Master shifts not assigned to anyone, or Master shifts unfilled due to employee Attendance events.