How to maximize the shift planning process

Updated by Leigh Hutchens

Planning and scheduling employees can often feel overwhelming, especially when you're pressed for time and need to accommodate various variables like availability, skills, and labor laws. However, with the right approach and a few key tips, you can streamline this process in Quinyx and make your planning more efficient. Here’s how to get started:

Why efficient planning matters

In Quinyx, planning is at the core of workforce management. It helps managers:

  • Save time by automating repetitive tasks.
  • Optimize resource allocation by matching employees' skills and availability.
  • Enhance compliance with labor laws and internal policies.

Let’s explore some time-saving hacks that can make your scheduling more efficient.

Hacks for faster scheduling

Here are some tips that can help you make the most out of Quinyx’s scheduling tools:

  1. Leverage shift types for quick planning
    Use pre-configured shift types to quickly assign employees to shifts. Set default start and end times, as well as color codes, to get an at-a-glance overview of your schedule. This saves time during creation and gives your schedule clarity. Read more about shift types.
  2. Use bulk actions for repetitive tasks
    As part of our upcoming initiative, Quinyx will enable bulk actions in the scheduling view. You’ll be able to assign shifts, modify times, and adjust tasks for multiple employees all at once, eliminating repetitive actions and speeding up the process.
  3. Smart filters and searches
    Use filters, like skills or shift types, to find the right employees for a shift quickly. Managers can search by specific criteria (e.g., skills, locations, or roles), making it easier to ensure you have the right staff on the right shifts without combing through the entire employee list.
  4. Copy shift configurations
    If you often reuse similar shift patterns or schedules, take advantage of the copy function to quickly replicate shifts, saving you from having to start from scratch.
  5. Set up shared shifts
    By creating shared shifts at the account level, you ensure consistency across all units. This can save time on setup and maintain a standardized scheduling practice across your organization.
  6. Use drag-and-drop functionality when scheduling

Take advantage of Quinyx’s drag-and-drop functionality in the schedule view, which allows you to quickly move, copy, or reposition shifts.

  • Move: Drag a shift to reassign between employees.
  • Copy: Hold CTRL (Windows) or Option (macOS) while dragging to duplicate.
  • Reposition: Adjust shift times by dragging within the schedule.
Take a look at our short tutorial here.
Drag-and-drop is not supported on touchscreen devices.
  1. Incorporate AI into your scheduling process

Consider purchasing and using Quinyx’s AI Demand Forecasting module to create precise, hyperlocal forecasts using historical data, optimizing headcount for efficient scheduling.

Adapt to Data and Events: Ensure forecasts account for changes like opening hours or special events by manually running the algorithm or waiting for automated updates to reflect accurate headcount needs. Read more here.

Base schedules: a powerful tool for long-term planning

A base schedule in Quinyx allows managers to create a recurring template that can be rolled out over any period. It’s perfect for handling long-term shifts that follow a regular rotation pattern. Here’s how to make the most of base schedules:

  • Creating a base schedule: Navigate to the “Base Schedule” option under the “Schedule” menu. Once you’ve created a base schedule, it can be applied repeatedly, saving time on future rollouts.
  • Rolling out the schedule: After creating the base schedule, you’ll need to roll it out to make it active. This allows you to apply the schedule to specific dates and employees, making it visible and functional.
  • Key features:
    • Employee count: Track how many employees are currently scheduled or absent with the base schedule's employee count tool, helping you maintain accurate staffing levels.
    • Hour count on shifts: Easily view how many hours each shift covers in the base schedule, helping you manage labor costs and ensure compliance.
    • View employee status: Base schedules provide details on employee agreements, roles, and employment status, ensuring that schedules are compliant with active contracts.
  • Re-using base schedules: Base schedules are designed to be reusable. Simply select the dates you want the schedule to apply to, and roll it out for as many cycles as needed.
  • Printing the base schedule: You can easily print base schedules for reference or employee distribution, using the print functionality built into Quinyx. This option lets you customize the information displayed based on your needs, such as shift comments, break times, and view modes.

Employee scheduling checklist for Quinyx WFM

  1. Shift planning
    • Create and configure appropriate shift types (e.g., morning, evening, specific tasks like admin, cashier).
    • Assign colors and default times to shifts for easy visualization and management.
    • Utilize shift templates to speed up assigning commonly used shifts.
  2. Employee availability
    • Verify employee availability and update regularly.
    • Ensure shifts are assigned to employees who are available and have the required skills.
    • Check for any time-off requests or approved leave.
  3. Compliance and labor laws
    • Adhere to local labor laws regarding maximum work hours, minimum rest periods, and overtime.
    • Ensure shift types are configured with breaks to meet compliance requirements.
    • Use warnings for scheduling employees without the required skills or who might breach compliance rules.
  4. Base schedule setup
    • Create or update the base schedule for recurring patterns.
    • Roll out base schedules for the upcoming period (e.g., week, month) to save time on manual scheduling.
    • Regularly review and adjust base schedules for changes in employee availability or company needs.
  5. Bulk actions
    • Use bulk actions (if available) for repetitive scheduling tasks, such as updating or removing shifts for multiple employees.
  6. Shift modifications
    • Utilize shift editing tools to make adjustments (start/end time, breaks) based on current needs.
    • Apply bulk changes if multiple employees require the same modifications.
  7. Skill matching
    • Use skill filters to ensure employees with the required competencies are assigned to specific shifts.
    • Address any gaps in shift coverage where specific skills are missing.
  8. Overtime and cost management
    • Set up alerts or warnings for overtime limits to avoid unnecessary labor costs.
    • Monitor shift costs to ensure labor is within budget, using shift cost and productive hour tracking tools.
  9. Communication and notification
    • Communicate the schedule to employees in advance via Quinyx’s notification system.
    • Ensure employees are informed of any shift changes or new assignments through Qmail or app notifications.
  10. Schedule approval
    • Ensure the schedule has been approved by relevant stakeholders before rolling it out.
    • Confirm that all planned shifts are properly activated and visible to staff.
  11. Printing and distribution
    • If necessary, print or export schedules for specific employees or teams, ensuring all details (shift times, breaks, tasks) are correctly displayed.
  12. Review and adjust
    • Regularly review the schedule for any gaps or inconsistencies (e.g., unfilled shifts or conflicts).
    • Make ad-hoc adjustments as required for last-minute changes in availability or operational needs.

Commonly asked questions about scheduling in Quinyx

  • What’s the fastest way to find available employees?
    Use the availability feature combined with skill filtering. This helps you quickly identify the best-suited employees for a shift.
  • How do I handle complex shifts with multiple break periods?
    You can add multiple break periods to any shift type, including setting over-midnight breaks. Make sure to configure these shifts to reflect your company policies or union regulations.
  • Can I schedule on-call or standby shifts?
    Yes, Quinyx supports on-call and standby shift types, allowing you to handle emergency staffing needs. These shifts won’t trigger compliance warnings, ensuring they fit within your unique staffing agreements.
  • What if I need to modify shifts for multiple employees at once?
    The upcoming bulk action functionality will allow you to adjust shifts en masse. This is particularly useful for last-minute changes or when rolling out a schedule across larger teams.

Using these tools and tips, you can streamline your planning process and make your scheduling efforts much more efficient. As Quinyx evolves with new features, like bulk actions, the time you spend on scheduling can be reduced, giving you more bandwidth to focus on other important management tasks.

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