Assign open shifts with Auto Plan · የSmartERP መመሪያ

Let Planning give the open shifts of a period to qualified, free people, choosing the lightest-loaded person first, and read why a shift could not be filled.

This page is for planners. You need to be a Planning Administrator. Auto Plan looks at the open shifts in a period and assigns each to a suitable person. It never publishes anything.

Run Auto Plan#

Open Planning → Schedule → By Resource. If you want to plan only some shifts, filter first, for example by role or project: Auto Plan uses the schedule's current filters.
Press Plan and choose Auto Plan.
In From and To, choose the period. It starts on the current week.
Press Plan Open Shifts.

A message says "n open shift(s) assigned." If some could not be filled it adds "n could not be assigned (reasons)."

The shifts that got a person are still drafts if they were drafts. A shift that was already published and got a person is flagged To Publish Again, so that you publish it and the new person is told.

How Auto Plan chooses#

[planning-auto-plan-flow]

Auto Plan goes through the open shifts in order of start time. For each one it keeps only the people who:

Hold the role of the shift. A shift with no role can go to anyone. Only people, never materials, are considered.
Are free: they have no other shift overlapping, counting the shifts Auto Plan has already given out in this run.
Are working: their calendar, after time off and public holidays, covers the shift's allocated time.
Pass the bridge checks, when those modules are installed: no requested or approved time off, the required skills, and inside their contract.

From the people who remain, it picks the first by these rules: people whose Default Planning Role is the shift's role come first; then the person with the fewest hours already planned in the period; then the lowest record number. This spreads work instead of piling it on whoever comes first in the list.

Example. Monday has two open Waiter shifts, 09:00 to 17:00 on the same day. Waiter A and Waiter B both hold the role Waiter as their default. Waiter A already has 16 hours that week, Waiter B has none. The first shift goes to Waiter B. The second cannot go to Waiter B, who is now busy, so it goes to Waiter A.

Why a shift stays open#

The message groups the shifts that stayed open by their main reason:

In the message	Meaning
nobody holds the role	No person holds the role of the shift.
everyone qualified is busy	Everyone who holds the role has a shift at that time.
nobody qualified is working then	The people who hold the role are not scheduled to work for the shift's allocated time.
everyone qualified is on time off	The Time Off bridge found time off, approved or requested.
nobody has the required skills	The Skills bridge: nobody with the role has every skill.
nobody qualified is under contract	The Contracts bridge: everyone qualified is outside a contract.

Other messages:

Message	Meaning
There are no open shifts to plan.	No open shift in the period that has not already ended.
Nobody holds the roles these open shifts need.	None of the people in your companies holds any of the roles.
Only planning managers can do this.	You are not a Planning Administrator.

Good to know#

Auto Plan skips open shifts that have already ended.
It only changes the Resource of each shift. Review the result on the schedule, fix what you disagree with, then publish.
To fill only the open shifts that come from confirmed sales orders, use Plan Orders instead; see Plan sold services.

Next#

Publish the schedule
Broadcast open shifts, to let people choose instead.