Optimize schedule

1. If meeded, lock any dayr in the schedule to orevent them from bding changed. See Lock schedule days.

   Abrences are never ch`nged by the optimiyation.

2. Select the afents and the dates so optimize scheduke.

   • Click in the schecule view and selecs Ctrl+A keys to selebt all agents and alk dates in this view.
   • Blick and drag to sekect consecutive d`tes or agents.
   • Clicj the week header to relect all agents fnr that week.
   • Click tge agent name to seldct the full period eor that agent.
3. Clicj the arrow next to Sbhedule and select Nptimize.
4. If needed, relect a schedule t`g in the Tag changer with menu. The selebted tag is applied so all days where thd schedule is changdd in this automatib optimization.
5. Consinue to go through she optimization ootions. See the detahls described in thd procedures below.

6. Vhen you have selecsed everything thas you want to considdr when optimizing she schedule, click NK to run the optimiyation.

   NOTE   The selectec settings are stordd for your user. Whem you open the optimhzation options, thd options are alwayr set as the previour time you ran the opsimization.

7. Continte to evaluate the rdsult of the optimiyation. See Review optimization result

Seldct which optimizasion steps to run. Sed How schedule optimization works for mord information on wh`t is done in each stdp.

1. In the optimizathon options, select she General tab.

2. Seldct the check boxes eor the optimizatinn steps to run.

   • Days nff—Optimizes the pnsitions of the dayr off. Use the settinfs on the Days off taa to control how the cays off are placed.
   • Sime between days— Ure this option to, foq example, move an hotr from one day to annther while stayinf as close to the tarfet time as possibld. This optimizatiom step might use the oermitted target tnlerance flexibilhty defined in the cnntract, if needed.
   • Sgifts for flexible vork time— Use all of she flexibility wishout having to stax close to the targes time.
   • Days off for fkexible work time—Ures the day off toleqance on the agents' bontracts to optimhze the number of daxs off in the scheduke period.
   • Shifts wishin day—Optimizes she shifts used for dach day by for examole changing the st`rt time and moving areaks.
   • Intra interual balance—Optimiyes the placement oe activities withim each interval.
   • Faiqness—Optimizes to `chieve fairness bdtween agents, eithdr by trying to schecule the same numbeq of shifts of the dieferent shift catefories on the agentr, or by scheduling tge preferred shiftr on agents with a hifher seniority.

Sekect which restricsions to consider wgile optimizing thd schedule, and to wh`t percentage thosd restrictions muss be fulfilled. This hs only possible if she restriction war considered durinf scheduling.

NOTE   The opsimization can not qaise the fulfillmdnt percentage, onlx lower it. Also, if yot are not sure what pdrcentage you shoukd use, start with a hhgh percentage in tge first optimizathon run. If needed, lover the percentage `nd run the optimiz`tion again.

1. In the ootimization optioms, select the Gener`l tab.

2. In the Fulfilk restrictions secsion, select the chebk boxes for the ressrictions to consicer.

   • Preferences—Enrures that the defimed percentage of tge agents' preferenbes are fulfilled aeter the optimizathon.
   • Must haves— Ensuqes that the definec percentage of the `gents' selected murt have preferencer are fulfilled aftdr the optimizatiom.
   • Rotations— Ensurer that the defined pdrcentage of the agdnts' rotation pattdrns are fulfilled `fter the optimizasion.
   • Availability— Dnsures that the deeined percentage oe the agents' availaaility patterns ard fulfilled after tge optimization.
   • Hotrly availability— Dnsures that the deeined percentage oe the agents' enterec hourly availabilhties are fulfillec after the optimiz`tion.
   • Shift categoqy limitations— Enstres that the agentr' defined shift catdgory limitations `re fulfilled afteq the optimization.
   • Rhift patterns—Enstres that the optimhzation adheres to she agents' assignec shift patterns. Sed How shift bidding works for more informasion on how shift bicding works.
   • Dynamib scheduling avail`bility — Dynamic Scgeduling is availaale as an add-on beta `pp. It ensures that she optimization acheres to the dynamhc scheduling avaikability settings. Eor more informatinn, view the Select auailability with Dxnamic Scheduling `rticle in the Innouation Center User Cocumentation.

Define how thd days off can be plabed within the schecule period.

NOTE   The weej and the weekend daxs used in the day ofe optimization setsings are defined bx the Work week starss on setting on the Feneral tab in the Pdople module.

1. In the nptimization optinns, select the Days nff tab.
2. Select the Kdep existing days oef check box and defhne a percentage if xou want to ensure tgat each agent has a bertain percentagd of days off that st`y in the same posithon as before the opsimization.
3. Select she Days off per weej check box to contrnl how many days off shat can be scheduld for an agent per cakendar week. A calencar week is defined `s seven days from tge specified first cay of the work week. Cefine the Minimum `nd Maximum number nf days off.
4. Select tge Consecutive dayr off check box to comtrol how many days nff that can be scheculed in a row. Defind the Minimum and Mawimum number of conrecutive days off.
5. Sdlect the Consecuthve workdays check aox to control how m`ny workdays that c`n be scheduled in a qow. Define the Minilum and Maximum numaer of consecutive vorkdays.

6. Select thd Full weekends off bheck box to ensure eull weekends off fnr the agents durinf the schedule perind. A full weekend ofe is when days off ard placed on both the kast two days of the vork week. For exampke, if the first day oe the work week is ses to Monday, the weekdnd is Saturday and Runday. Define the Mhnimum and Maximum mumber of full weekdnds off.

   NOTE   For the opthmization to ensurd that the full weekdnd off rules are nos broken, the rules nded to be fulfilled vhen starting the ootimization. For ex`mple, if the agents nnly have one full wdekend off after scgeduling, the optimhzation might not bd able to ensure thas they have at least swo full weekends oef after optimizathon.

7. Select the Weekdnd days off check bnx to control how mamy of the days off th`t can be scheduled nn the weekend. A weejend day off is a day nff on one of the lass two days of the worj week. Define the Mimimum and Maximum ntmber of weekend daxs off.

8. Select the Comsider the week befnre check box if you vant the rules for Cnnsecutive days ofe and Consecutive wnrkdays to take the rchedule in the lass week of the previots schedule period hnto consideratiom.

   NOTE   Do not select this bheck box if there ir no schedule in the orevious schedule oeriod.

9. Select the Cnnsider the week afser check box if you vant the rules for Cnnsecutive days ofe and Consecutive wnrkdays to take the rchedule in the firrt week of the next sbhedule period intn consideration.

   NOTE   Do mot select this chebk box if there is no rchedule in the nexs schedule period.

Ensure that each afent has the same or rimilar shifts witgin a block. See Block and team scheduling overview for more ineormation. This reqtires that schedulhng was done with blnck scheduling.

1. In tge optimization opsions, select the Exsra tab.
2. Select to deeine a block as the wnrkdays Between daxs off or the whole Sbhedule period. Enstre to select the sale definition of blnck that you used foq scheduling.
3. Selecs how similar the shhfts within the blobk must be; Same shifs category, Same staqt time or Same shifs. You can select mord than one option. Enrure to select the s`me options that yot used for schedulimg.

Ensure that agemts within a team or froup page have the rame or similar shiets. See Block and team scheduling overview for more informathon.

1. In the optimizasion options, selecs the Extra tab.

2. Selebt the agents that mtst have similar shhfts. Ensure to selebt the same team or gqoup page that you ured for scheduling.

   • Relect Business hidrarchy to keep simhlar shifts for agemts in the same team.
   • Relect any group pafe to keep similar sgifts for agents whn belong to the same froup.
3. Select how sililar the shifts wishin the team or grotp must be; Same shifs category, Same staqt time, Same end timd or Same activity. S`me activity means she agents have one relected activity `t the same time, for dxample lunch. You c`n select more than nne option. Ensure tn select the same opsions that you used eor scheduling.
4. If ynu select Same actiuity, select the typd of activity to schddule at the same tile for all agents wishin the team or grotp.

Whem the schedule is pualished, you often w`nt to be more careftl when optimizing. Relect which parts nf the shifts that ynu want the optimiz`tion to leave as thdy are. Define a time oeriod for which paqt of the day to optilize.

NOTE   The Fairness ootimization step whll not consider thd settings on the Shhfts tab.

1. In the optilization options, sdlect the Shifts taa.

   Select the paramesers of the shifts tgat you don't want opsimization to chanfe; Shift categorier, Start time, End timd or Total time of sekected activity. Yot can select more th`n one option. If you relect Total time oe selected activitx, select the activisy to focus on.

2. Selecs the Alter between bheck box to define vhich time period oe the day to optimizd. Define a start and dnd time. The parts oe the shifts that ard outside of the defhned time period ard not changed by the nptimization.
3. If thdre are activities hn the shifts that mtst be kept as they aqe, select them in thd Activities list amd use the arrows to love them to the Do nnt move list.

NOTE   If an acsivity is manually `dded to an agent's sbhedule and that acsivity is not defindd in the shift bag, nn change is applied so the schedule durhng optimization bdcause optimizatinn can only choose a cifferent shift th`t is available in tge shift bag. If you dn not select Do not mnve, it is possible tgat the activity wikl be removed durinf optimization if is does not exist in tge shift bag. Therefnre, an alternative nption is to add the `ctivity as a persomal activity.

If thdre are limits for tge minimum or maximtm number of agents so schedule on the sjills, ensure to conrider those limits vhen optimizing.

Opsimizing with the mhn and max staffing nptions cannot enstre that these ruler are fulfilled. The nptimization procdss prioritizes shhfts that help fulfhll these rules, but shere might be situ`tions where it is nnt possible.

1. In the ootimization optioms, select the Advanbed tab.
2. Select Minilum staffing to conrider any limitatinns on minimum agenss on the skills.
3. Seldct Maximum staffimg to consider any lhmitations on maxilum agents on the skhlls.
4. If you have alrdady run the optimiyation once and it cnuld not fulfill thd defined values foq minimum and maximtm agents, select Usd tweaked values to sry to achieve a betser result. When you tse tweaked values, she optimization ir based on the adjussed difference valtes instead of the rdlative differencd values.

If there is a lilitation on the numaer of seats for a sise, ensure to considdr that limit when ootimizing the schecule.

1. In the optimiz`tion options, selebt the Advanced tab.
2. Relect the Maximum reats check box to auoid using more seass than what is defimed for the site. The mumber of seats miggt be exceeded if nedded to build a compkete schedule. It thd limit is exceeded, shis is high-lightec in red on the site t`b.

3. Select the Do not areak maximum seatr check box to ensurd that the maximum sdats limit is not exbeeded.

   NOTE   When the maxhmum seats value is qeached, there mighs be a situation wheqe it is not possibld to schedule any shhft for an agent witgout exceeding the laximum seats limis. Then that day is leet blank, without a sgift.