1. General Information
In this step, the basic parameters of the schedule are defined.
The date range is selected.
The schedule name is entered.
Daily working hours and monthly working hour values are defined.
The limits for maximum consecutive working days and maximum consecutive rest days are defined.
These defined working hour values are used only for:
Monthly legal working hour calculations
Outputs such as overtime, underwork, and reporting
They are not used by the automatic scheduling algorithm during shift assignment.
This step defines the legal and operational framework of the schedule but does not directly affect the automatic optimization process.
2. Select Shifts
In this step, the shifts that will be used in the schedule are determined.
From the shifts that are active in the department, the ones to be included in this schedule are selected and activated.
For each shift, the staff requirements defined in the Department section can be revised specifically for this schedule, if needed.
Similarly, the Exclude settings defined at the department level can also be updated specifically for this schedule.
Special Days can be defined only for the shifts selected in this schedule.
For example, the Morning shift may normally require 3 staff every Monday. However, for a specific Monday, that day can be selected from the calendar and the requirement can be increased to 4 staff.
Settings defined for Special Days override the general shift settings.
In summary:
Shift requirements and Exclude settings defined at the department level can be adjusted specifically for the current schedule during schedule creation.
Additionally, for holidays or other special dates, staff requirements can be defined only for the relevant day using the Special Days option.
The selected shifts form the foundation of the schedule.
3. Add Staff Members
In this step, the staff members to be included in the schedule are selected and their individual settings are reviewed.
Staff members can be added individually or selected at once using the "Add Selected" button.
Previously defined weekly and monthly minimum–maximum working hour limits for each staff member are displayed and can be revised if necessary.
Existing Special Requests (Soft Constraints), such as preferred shift assignments or requested rest days, are displayed at this stage, and new requests can be added.
Leave records defined as Hard Constraints (paid / unpaid leave) are displayed for reference only. Leave creation or modification must be performed in the HR Planning screen.
A summary of each staff member’s special requests, leave records, excluded shifts, and working hour limits can be viewed on this screen.
At this stage, no shift assignments are made.
Only the staff who will participate in the schedule are determined, and their individual configurations are reviewed to prepare for schedule generation.
4. Mentor–Trainee (Optional)
In this step, paired working relationships can be defined between staff members.
The Mentor–Trainee structure ensures that selected staff members are scheduled on the same shifts within the specified date range.
A mentor can be matched with multiple trainees.
Pairing is defined by selecting a specific date range.
The same staff member can take different roles in different pairings.
Example:
Personnel 1 can be assigned as a mentor and Personnel 2 as a trainee.
At the same time, Personnel 2 can act as a mentor for Personnel 3, forming a seniority chain.
This structure ensures that team members who need knowledge transfer or must work together are evaluated jointly during schedule generation.
This step is optional and can be skipped if not needed.
5. Schedule Generation
Once all steps are completed, the schedule generation screen is opened.
At this stage, all previously defined rules and constraints are carried over to this screen and enforced during the schedule generation process. These include:
Organization-level shift rules and settings (post-shift rules, real-off rules, shift assignment limits per period)
Department-level shift rules and requirements (excluded staff members and staffing requirements)
Staff-specific limits (weekly or monthly minimum and maximum working hour limits)
HR planning entries (Special Requests and Leave)
Special Day Requirements (if defined)
Mentor–Trainee relationships (if defined)
All structural, operational, and rule-based configurations are enforced within this screen.
Manual, Hybrid, or Fully Automatic Scheduling
This screen allows full flexibility in how the schedule is completed:
The schedule can be created entirely manually, without running Auto Scheduling.
The user may manually assign certain days and then run Auto Scheduling to distribute the remaining days.
Or the schedule can be generated fully automatically.
The level of automation is entirely controlled by the user.
Constraint Enforcement in Auto Scheduling
When Auto Scheduling is executed:
All defined rules and constraints are treated as hard constraints,
Except for Special Requests, which are considered soft constraints.
This means:
Hard constraints must be strictly satisfied.
If hard constraints conflict, a valid schedule cannot be generated.
Special Requests are optimized where possible but are not guaranteed.
The automatic scheduling algorithm is required to comply with all hard constraints.
1. Manual Adjustments Before Auto Scheduling
Before running the auto-scheduling process, the user can directly modify the schedule using manual actions.
To do this, hover over a day on the calendar — a “+” icon appears. Clicking it opens two options:
Add New Assignment
Exclude Staff Shifts
Add New Assignment
Use this option to manually assign work before running Auto Scheduling.
How to add an assignment:
Select Staff (you can select one or multiple staff members using multi staff selection).
Select a Shift.
Select the Date.
Optionally configure Repeat to apply the same assignment using a pattern (e.g., Only this date, All Weekdays, All Weekends, Every day, Date Range, Multiple Selection, Weekly shift rotation, Custom).
Shift Selection Options
When choosing a shift, you can select:
A specific shift (e.g., Moring, Night, etc.)
Flexible Shift (Any)
If Flexible Shift (Any) is selected:
The staff member is marked as working on that day.
The algorithm can assign any eligible shift for that day.
The staff member must work on that date, but the specific shift does not matter.
If a specific shift is selected:
The staff member is required to work that exact shift on the selected date.
The algorithm must assign the selected shift.
The staff member must work on that specific shift for that day.
Exclude Staff Shifts
Use this option to prevent a staff member from being assigned to certain shifts on a given day.
How to exclude shifts:
Select Staff (you can select one or multiple staff members using multi staff selection).
Select the Date.
Select one or more shifts to exclude:
You can exclude multiple shifts (e.g., exclude 3 out of 5 shifts).
If necessary, you can exclude the staff member from all shifts for that day (meaning they cannot work that day).
Optionally configure Repeat to apply the same exclusion pattern across multiple dates.
Hard Constraint Behavior
All manual additions and exclusions entered at this stage are treated as hard constraints.
The algorithm must comply with them; otherwise, a valid automatic schedule cannot be generated.
Note: Special Requests are treated as soft constraints, but manual assignments and exclusions are enforced strictly as hard constraints.
2. Copying Staff Configurations
After manual configurations are entered for at least one staff member, they can be replicated to others.
By clicking the Copy icon next to a staff member, users can copy:
Assignments
Flexible shifts
Excluded shifts
The copied configuration can be applied:
To everyone in the same group
Or to everyone in the schedule
This significantly accelerates setup when staff share similar working patterns.
3. Adding Additional Shifts (Optional)
If needed, additional shifts can be added at this stage.
When “By Shift” is selected in the left-side panel:
Click Add Shift located at the bottom of the left-side panel.
Select from department-defined and active shifts that were not previously included.
Add them to the schedule.
This allows structural changes without restarting the setup process.
4. Adding Staff Members (Optional)
When By Staff is selected in the left-side panel, additional staff can be included.
Click Add Staff located at the bottom of the left-side panel.
Users can:
Add existing department staff who were not previously selected
Create a new staff member
When creating a new staff member, the user may choose to:
Add them only to this schedule
Or also include them in the department staff list
This supports temporary or schedule-specific staff.
5. Validation and Additional Controls
On the right side of the screen, three panels are available:
Schedule Rules
Displays real-time validation of constraints:
Violations are shown as errors
Non-critical issues as warnings
Satisfied rules as successful
Settings
Allows defining additional generation-level limits:
Maximum Consecutive Work Days
Maximum Consecutive Rest Days
These constraints are enforced during generation.
Mentor–Trainee
Allows defining or adjusting mentor–trainee relationships directly within this screen.
Running Auto Scheduling
After all adjustments are completed:
Click Run Auto Scheduling
The system generates a schedule that satisfies all defined hard constraints and optimizes soft constraints where possible.
If hard constraints conflict, a valid schedule cannot be produced until the issues are resolved.