How to Access This Setting?
To add staff to a department:
Go to the Department section from the left menu.
Open the Staff Members tab.
Click the Add Staff button at the top right of the Staff Members section.
Choose either Create New Staff or Bulk Import.
Adding Staff Individually
With the Create New Staff option, staff details can be defined individually.
There are three tabs on this screen:
General
In this tab, the staff member’s basic information is entered:
Full Name
Group (if applicable)
First Working Day
Contact Information (email, phone)
Hours
In this tab, the staff member’s working hour limits are defined:
Weekly minimum and/or maximum working hours
Monthly minimum and/or maximum working hours
In these fields, you can define only minimum, only maximum, or both together.
These values can be set individually for each staff member.
Important:
Defined hour limits are considered hard constraints and are strictly enforced by the automatic planning algorithm.
These hour conditions:
Must always be satisfied.
Must be compatible with each other and with the shift structure.
If these conditions cannot be met, the algorithm will return an infeasible (no solution) result and the schedule cannot be created.
Important Considerations
When defining hour limits, shift durations and leave entries must be evaluated together.
Example 1:
There are only 2 shift types in this department
Each shift is 11 hours
Weekly minimum hours are defined as 44
The staff member has 4 days of unpaid leave
In this case, even if the remaining 3 days are worked, the weekly minimum hours cannot be reached.
Therefore, planning becomes infeasible (no solution).
Example 2:
Similarly:
Weekly maximum hours are defined as 55
If the shift structure requires assigning 6 shifts to a staff member
In this case, the maximum hour condition cannot be satisfied, and the algorithm returns an infeasible (no solution) result.
Note:
The algorithm does not assign shifts in a way that violates defined hour limits.
These limits are hard constraints.
Hour limits entered by the user must be evaluated together with shift durations and leave entries.
If all constraints cannot be satisfied simultaneously, no solution can be generated.
In such cases:
The staff member’s minimum/maximum hour values should be updated.
The shift structure or leave entries should be revised.
Or that staff member should not be planned with that workload.
Departments
This tab is used to determine whether the staff member can be suggested as a support resource in other departments.
A staff member is primarily defined only in the department they are added to.
Selecting a department under Supported Departments does not include the staff member in automatic planning for those departments.
This setting means:
In another department’s schedule, if a manual change is made (for example, a staff member reports sick),
When the AI Assistant suggests replacements for missing shifts,
if this staff member is defined as support and is available in their own schedule,
they may appear in the suggestion list.
In other words:
It is not included in the automatic planning process.
It is only evaluated during the manual suggestion phase after a manual intervention.
Bulk Import
With the Bulk Import option, multiple staff members can be added at once.
With this method:
Staff names can be entered separated by commas.
A list of names can be copied and pasted from a source such as Excel.
⚠️ During bulk import, only the name information is captured.
Working hours, supported department assignments, and other details must be configured afterward.