How to create a work week roster?

Owned by Andrea Bianco
Last updated: Aug 10, 2023 by XCALLY Knowledge (Unlicensed)
4 min read

 

If you want to create a work week roster, first of all you have to consider:

  • Spot, so the commission to work on

  • Skills that can be necessary within the roster. For example, an international call center can require English, Italian and other languages. 

  • Employees to manage the spot, considering their skills and their type of contracts and disposabilities (so how many hours each employee can work)

You can set spots, skills and list of employees from Admin Section (to see documentation about it click here).

Then you need to define Rules to determine scheduling score and to use correctly Solve Roster.

You can explore documentation about rules settings in this section.

Remember that if a rule is disabled, the algorithm does not consider it in the calculation (in fact, it only takes those that have a weight >0).

Here you can also define week start day.

 

Then you can go on Manage Scheduling and choose spot to work on, proceeding with the creation of work shifts that you have to cover. You can import a csv file with indication of shifts slots or you can add shifts directly on the platform.

If you choose to import a file, you need to create a csv like that. You need to indicate:

  1. shift start time

  2. shift end time

  3. dates to be considered (for example a working week)

  4. number of employees required for each hour and each day

Then you can click on import choosing your file from pc and the system will upload your work shifts.

 

If you prefer to create shifts directly on the platform:

  1. Click on “Add Resources”

  2. Indicate resource number

  3. Insert date and time slot

  4. Click on Add

Then you will see a visualisation like that with all unassigned shifts:

The fastest and most optimised method of scheduling shifts is the application of the artificial intelligence algorithm that automatically analyze all existing information (list of employees, contracts and disposability, skills, spots…) and it searches for the best planning solution.
Clicking on Solve Roster you can launch the algorithm that calculates how to organise shifts, which will appear yellow.

Now you can make some adjustments before publication (for example if you prefer to change some employees) and you can do it in two ways:

You can modify several shifts at the same time:

  1. click on the button with ticker

  2. select work shifts to change

  3. click on 3 dots to choose the action:
    - move to other time slot
    - resize (so expand/shrink by a selected time)
    - clone to the same days in the target week
    - assign to a specific employee
    - make them unassigned
    - pin or unpin work shifts

Or you can click directly on 3 dots of a specific work shift to edit it

If you approve the result, you can click on Publish.

After publication the shifts are frozen, so the Solve Roster can no longer be launched on those specific rosters, and you will see shifts with a different color intensity because you can’t edit them.

You can find published work shifts and make adjustments manually from Manage Adjustments. So you can see here work shifts and edit them always clicking on a specific shift or selecting different ones as described above.