How AutoFill Works

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How AutoFill Works

Don't see the AutoFill button on your UnPublished schedules?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

WhenToHelp's exclusive AutoFill feature was developed by a team of math Ph.D.'s and is the most advanced scheduling engine in the industry. Not only are the help assignments automatic - ensuring that no Helper is assigned during their granted time off, cannot help hours, or in violation of the maximums set, but it also uses Helper "prefer and dislike times" and "position preferences" (skills) to optimize each schedule so that it is the best possible schedule for all Helpers. And all of this is done in a matter of seconds with one click! You can AutoFill based on Equal Priorities (regular AutoFill), Seniority (Start Date) or Priority Group

Each Helper can be set as to what daily and weekly maximums AutoFill will use for them. The system defaults to 40 hours/7 days per week and 1 shift/14 hours per day.

To change the AutoFill maximum hours/shifts/days for each Helper:

From any page:

In the top menu click Helpers to go to the Helper List page

Double click the entry in the Helper list grid to change it.

Click the Save Changes button
OR

Click the pencil icon

next to a Helper name to open the Edit Helper window

In the AutoFill Settings area change the settings as needed for this Helper

Note: if you want to allow AutoFill to assign split shifts be sure to change the Shifts/Day to more than one.

Click the Save button (or Save & Next to go to the next Helper)

AutoFill automatically assigns Helpers to shifts based on these maximum settings and also one of these three options:

Using Equal Priorities (Default) - this is the option used by most organizations, all Helpers are treated the same. AutoFill will assess the best schedule with everyone in mind - while trying to distribute the shifts as evenly as possible within each Helper's maximum hours/shifts/days.

By Priority Group - takes Helpers in priority group one and gives all of them their preferred schedule and then assigns the Helpers in group two.

By Seniority (Start Date) - starts with the most senior Helper and gives them their most preferred schedule then takes the next senior Helper and fills in with their best schedule etc.

You also have the option to "Ignore Helper preferences" when you AutoFill. When this is checked AutoFill does not consider any Helper "like" and "dislike" time preferences but will still adhere to any Cannot Help times entered.

If you wish, you can AutoFill, then Clear the assignments and AutoFill again to try out the different options.

AutoFill is designed to have a somewhat randomizing effect so that if you were to repeat AutoFill for the same schedule you may get slightly different results. But note that if only a few Helpers have entered their time preferences then they will always be placed into the time they have set to prefer.

After AutoFill you will see statistics for how well AutoFill did in assigning the shifts within your Helper preferences. (Ex. how many were given shifts during times they prefer, dislike etc.)

AutoFill is only available on UNPublished schedule weeks.