Use Auto-Scheduler

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At a glance

Auto-Scheduler is OneClick's one-click tool for placing team members into positions based on their training ratings. The principle is "Aces in their Places": team members land in positions where their ratings say they will succeed. One click generates a starting layout; you then refine it manually for the specifics of today.

Before you start

1. You need a role with the Autoschedule Shifts permission. By default this is held by Shift Leader and above, but exact assignment is controlled by your store's Customization Rubric.
2. Team members need to have training ratings recorded for the positions they might be assigned to. Auto-Scheduler places based on ratings; a team member with no rating for any position on the current layout may be placed arbitrarily or not at all. If your store has a high share of unrated team members, run a rating pass first (see Rate a Team Member From the Ratings Tab or the Prompts panel).
3. Confirm today's roster is accurate before running Auto-Scheduler. New arrivals, no-shows, and shift edits should all be reflected first, since the tool assigns whoever is currently on the roster.
4. Estimated time: five seconds to run; one to five minutes for manual refinement afterward.

Steps

1. Open the Shifts screen and confirm you are looking at the correct date and layout (for example, today's 11:00 am layout).
2. Verify the FOH/BOH toggle is set correctly. Auto-Scheduler places team members within the currently active area; if you want BOH covered, toggle to BOH and run again.
3. Click Auto Schedule at the top of the Shifts screen.
4. Auto-Scheduler reads the training ratings for every team member on the roster and places each one in the position where their ratings suggest they will succeed. The output appears as filled-in position assignments across the layout.
5. Review the placement. Look for placements that do not match today's specific needs: a team member who is fastest at Bagger might be better at Order Taker today because the Bagger station is overstaffed or the lunch rush just hit.
6. Adjust manually using drag and drop. Drag a team member from their Auto-Scheduler-assigned position to the position you want them in. Multiple-position assignments are supported; drag from the assigned roster onto a second position if a team member should be stacked.
7. You should now see a layout that combines Auto-Scheduler's rating-based starting point with your shift-specific refinements. The layout is ready to run the shift.

Video

Video coming soon.

Common gotchas

Auto Schedule button is grayed out.

Check your permission. Autoschedule Shifts is the relevant permission; if you do not have it, the button will not activate. Also confirm you are on the Shifts screen for today's date, since some stores restrict Auto-Scheduler to the current day.

Auto-Scheduler put someone in a position they cannot actually work.

The tool reads training ratings. If a team member has a high rating for a position in history but has since been moved off that role or lost the skill (for example, equipment changed), the rating may be stale. Re-rate the team member for the position to update the Auto-Scheduler input, or adjust the placement manually.

Auto-Scheduler did not assign some team members.

Team members with no training ratings for any position on today's layout may land in a default placement or be left unassigned. Fix by adding ratings (via a passport stamp, Rate from Ratings Tab, or answering a missing-rating prompt), or by assigning manually.

Running Auto-Scheduler twice gives different results.

If ratings or roster change between runs, the placement can change. If no inputs have changed, the placement should be stable across runs. Running a second time after making rating updates is a valid workflow; running repeatedly in the hope of a "better" placement without changing inputs will not help.

Auto-Scheduler placed two team members in the same position.

This is sometimes intentional if your layout supports doubled-up positions during peak. If you do not want doubling, adjust manually by dragging one of the team members to an open position.

My store is heavily FOH-leaning or BOH-leaning today and the tool did not account for that.

Auto-Scheduler places based on training ratings, not on shift intensity or forecast. If today is unusually weighted to one side, run Auto-Scheduler as a starting point and shift manually from there. For stores where this is frequent, the manual refinement step is the majority of the work; Auto-Scheduler saves time on the "obvious" placements.

I want to lock some positions before running Auto-Scheduler.

Related articles

1. Understand the Shifts Screen (Reference)
2. Create and Edit a Shift (How-To Guides)
3. Set Up Rotating Buddies (How-To Guides)
4. Understand Rating Modes and Tiers (Reference). Covers the rating model Auto-Scheduler reads from.
5. Answer a Rating Prompt (How-To Guides). Use this to fill in ratings that Auto-Scheduler needs.

Still stuck

If Auto-Scheduler is not producing output, is grayed out despite confirmed permission, or is placing team members in unexpected ways, submit a support ticket and include:

1. Your store number.
2. A screenshot of the Shifts screen before and after running Auto-Scheduler.
3. The specific team members and positions that looked wrong.
4. What you expected versus what happened.

Support typically responds within one business day.