AutoFilling - Automatically Assigning Helpers to Shifts with AutoFill

AutoFill - Automatically Assigning Helpers with AutoFill
(Using the default "Equal Priorities" option)

Don't see the AutoFill button on your UnPublished Weekly schedules?
-Some multi-week schedule views do not have an AutoFill button.
-Your account main Coordinator may not have set your permissions to allow you to AutoFill.

Once your shifts have been added (using Add Shifts or Import) you can publish and open schedule and let Helpers choose their shifts or use AutoFill to automatically assign Helpers to achieve the best possible schedule in a matter of seconds. WhenToHelp's exclusive AutoFill feature uses advanced mathematic algorithms to determine the best possible weekly schedule and automatically assigns your Helpers to shifts based on time off, Helper time preferences and any maximum shifts/hours/days you have set. (You also can choose to AutoFill based on Priority Groups or Seniority)

To AutoFill your Shifts

On the Schedule page

Click AutoFill to open the AutoFill window

In the AutoFill window click YES AutoFill this Schedule

This will assign the best Helper to each shift and optimize the schedule so that it is the best possible for everyone.

When AutoFill is complete a window will appear that shows the AutoFill results and the Schedule Statistics - you can see if any of the shifts were left unassigned as well as a summary of how the shifts were distributed to the Helpers and how the shifts compare to the Helper time preferences.

The top section gives you a quick overview of how AutoFill did assigning shifts to your Helpers within their preferred times. Depending on how many shifts/Helpers you have and how much availability they have AutoFill sometimes has to give shifts to Helpers during times that overlap or are set to "dislike." AutoFill will never assign shifts that overlap Time Off, Cannot Help times or are in violation of the maximums you have set.

These stats can also be accessed at any time by changing the Schedule View to "Statistics." You also can check how shifts compare to the most current Helper help time preference and minimum time off between shifts etc. using the Analyze shifts function on the Sortable List view.

You can even Clear the AutoFilled assignments and AutoFill again to get slightly different assignments. Because AutoFill starts with a random ordering, if Helper preferences or availability are similar, our scheduling engine tries to randomize the assignments as much as possible.

Note: If you have some set or "pinned" Helpers you can Import a Template with all shifts unassigned except for those pinned Helpers and then AutoFill only the open shifts around the set Helpers.