Use auto-scheduling to make your process easier! The auto-scheduler automatically fills needed positions with available team members, depending on when they were last scheduled.
Schedulers can auto-schedule teams where they're listed as a team leader. Editors and above can auto-schedule any team.
Auto-scheduling follows this order when prioritizing people to schedule:
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The team member's last scheduled date (which could be in the future)
In other words, the auto-scheduler always prioritizes the person who hasn't been scheduled for the longest time. Scheduling preferences aren't weighed as heavily as the "last scheduled date" or blockouts/conflicts.
Tip
Check your team settings to ensure the last scheduled date comes from the right place. Changing the setting to Last used in this team or Last used in this position can improve your results.
Auto-schedule for a single plan or multiple plans at once using the matrix view! You can also adjust your team's default settings to automatically run the auto-scheduler whenever people decline.
To auto-schedule for a single plan:
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Select Plans from the top navigation.
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Select a plan for which you want to auto-schedule.
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Go to the Teams tab.
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(Optional) Adjust your needed positions for this plan by selecting Team actions, choosing Needed Positions, and selecting the plus and minus (+/-) icons to adjust how many people need to be scheduled for each position. Select Done in the top right to save your changes.
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Select Team actions in the top right.
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Choose Auto-Schedule from the dropdown.
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Choose which teams you'd like to auto-schedule:
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Select Submit to run the auto-scheduler.
Warning
The auto-scheduler won't fill a position if everyone has a scheduling preference, conflict, or blockout date.
If the auto-scheduler didn't give you the desired results, you can undo the assignments before leaving the plan page. Once you leave the plan page, undo will be unavailable. To under the assignments:
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Stay on the plan page after running the auto-scheduler.
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Select Team actions in the top right.
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Choose Auto-Schedule from the dropdown.
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Select Undo Auto-Schedule.
All the people you just scheduled will be undone, and then you can make any changes before re-running the auto-scheduler.
Set up a matrix view to auto-schedule multiple plans at once!
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Select Plans from the top navigation.
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Select the Matrix button to the right of the service type you want to schedule.
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Select the date range at the top to adjust the plans you need to auto-schedule. You can also pull up a custom matrix view if you've already set one up.
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If necessary, adjust your needed positions for these plans:
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Select the 🪄 Auto-Schedule button at the top right.
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Choose which teams you'd like to auto-schedule:
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If you are a scheduler, the teams you lead will automatically be selected.
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If you are an editor or above, select Add to add other teams to the auto-scheduler.
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Select the X next to a team's name to exclude it from the auto-scheduler.
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Select Submit to run the auto-scheduler.
Warning
The auto-scheduler won't fill a position if everyone has a scheduling preference, conflict, or blockout date.
If the auto-scheduler didn't give you the desired results, you can undo the assignments before leaving the plan page. Once you leave the matrix page, undo will be unavailable. To undo the assignments:
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Stay on the matrix page after running the auto-scheduler.
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Select the 🪄 Auto-Schedule button at the top right.
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Select Undo Auto-Schedule.
All the people you just scheduled will be undone, and then you can make any changes before re-running the auto-scheduler.