This topic relates to our new job-scheduling feature. If you're looking for help with our older scheduling functionality, please refer to Scheduling your employees (legacy scheduling).
In Replicon, you can create job-based schedules, and then assign them to shift workers using Replicon’s SmartMatch feature.
For each job, schedule managers include one or more scheduled shifts, and each shift includes one or more specialized roles that need to be filled to carry out the job.
To create and manage job-based schedules, you need schedule manager permission.
Shifts must first be created by someone with admin permissions at Administration > Schedules > Shifts. Shifts include a start and end time, but you can override this for each job, if needed.
To create a new job:
- Click Schedule. If you haven’t already opted in to job scheduling, click Try it out.
- On the Job View tab, click the Create Job button, located in the top, right-hand corner of the page.
You can add up to 10 jobs whose dates overlap.
- Complete the basic job fields located at the top of the page.
- Under Grouping Requirements, define which schedule managers can view, edit, and publish this job.
For example, if you only want schedule managers located in the U.S. to see or edit this job, select the U.S. location. Then, only users allowed access to the U.S. for the Schedule Manager role, under Roles & Permissions in their user profile, will be able to see it.
- Set shift requirements. Refer to the section below for more information.
Basic job fields
Name of job you’re completing a schedule for.
Date when the schedule begins.
Shifts are set in a weekly view, from Sunday to Saturday, and shifts for each day will always appear on that day of the week (e.g. Monday shifts always appear on Mondays).
The last day of work for the job.
Length of the schedule. This same schedule will repeat each week from the start date to the end date selected, with shifts for each day always appearing on that day of the week (e.g. Monday shifts always appear on Mondays).
Estimated budget for the job (optional)
Any comments you want to record about the job (optional)
Setting shift requirements
Shift requirements define what types of workers you require for the job and its shifts. The SmartMatch system will use these requirements to find the best matches for each role.
To set shift requirements:
- Under Employee shift requirement(s), choose a shift required to complete the job.
Default start and end times for the shift, and role fields, will display.
- Override the default start and end times for the shift, if needed.
- Add all of the roles required for the selected shift.
Roles are created by users with administrator permissions at Administration > Schedules > Shifts.
- Choose any skills required for each role.
Skills are created by users with administrator permissions at Administration > Employees and Organization > Skills.
- Assign the number of workers you’ll need working in that role, for this shift, for each day of the week.
You can assign up to 50 workers to each role per day. If you need more, you can create a duplicate role.
- Set the importance level for the role, skills, and cost optimization parameters.
- Click Save.
You can specify how heavily SmartMatch considers each parameter (role, skills, and cost) when it’s finding employees to fill the roles you’ve defined. You can define importance using a scale from Nice to Have to Required. Importance settings apply to all shifts and roles for a job.
If you rate role as Required and skills as Nice to Have, and you’re looking for a Director who has Comedy skills, all directors in your system will score highly in SmartMatch, regardless of whether they’ve directed comedies.
But, if you rate skills as Required and role as Nice to Have, employees with Comedy skills will rate highly, whether or not they’re directors.
Cost Optimization is only used in SmartMatch if you have the Cost Effective Recommendation (with Cost Score) option enabled for the search. Refer to the section about SmartMatch modes for more details.
To set importance for parameters:
- Click the Set Importance button, which is available in the top, right-hand corner of the page, once you’ve added a shift.
- In the Qualification Importance dialog that displays, click the rating bars to set the importance for each parameter.
- Click Set Importance.
The current setting for each parameter displays next to its name.
Be sure all of a job’s shift requirements are finalized before you start assigning resources to shifts for that job; currently, you cannot edit a job or its requirements if you’ve assigned any resources, even if you’ve deleted all assignments.
Can we configure different start and end times for each role in a shift?
No, you have to create a separate shift if shift times differ.
What does Normal mean beside Role, Skills, and Cost?
Normal signifies the importance setting for that parameter, for that job.
Can we copy old jobs we created? Are they archived somewhere?
How do we edit a job?
To edit the basic fields, shifts, roles, skills, and number of workers per role for an exiting job, hover your cursor over the name of the job, click the icon that displays, then select Edit.
Currently, a job cannot be edited when users have been assigned to it.
Do we have to include skills and cost for a role?
Yes. An assignment block will only be created if a role is defined.
Is anyone without a skill I select omitted from SmartMatch results?
You can set skill to have high importance; this will minimize the users without that skill SmartMatch returns.
What if we need workers with different skills for the same role?
You can use the same role name as many times as you want when populating a shift, assigning different skill and cost requirements to each.
What does No Requirement Found under a role mean?
This means you haven’t yet entered the number of resources required for that role.
Can I prevent all other schedule managers from accessing the jobs I create?
A manager can’t own a job. However, access to jobs can be limited using groups functionality; a manager can only access jobs located within groups they can access.
Can we create schedules that are longer than a week?
No, you can only create weekly schedules at this time. If your job’s schedule varies from week to week, create a new version of that job for each week.
Can we customer the start and end times for roles within a shift, or add roles first, then assign shifts?
No, that’s not possible. You should add another shift if start and end times differ.