Creating Shifts with Auto-Scheduling

Creating Shifts with Auto-Scheduling

Tip Sheet: Creating Shifts with Auto-Scheduling

The Auto-Scheduling feature helps agencies automatically create and manage caregiver schedules based on predefined scheduling routines. By automating shift creation, agencies can save time, improve scheduling consistency, and reduce manual scheduling errors.

Before You Begin

Navigate to:

Menu → Scheduling → Auto-Scheduling

Before creating an Auto-Scheduling routine, familiarize yourself with the Auto-Scheduler's Cardinal Rules.

Cardinal Rules

The Auto-Scheduler will never:

Delete Existing Shifts

The Auto-Scheduler only creates shifts. It will never remove existing shifts.

Modify Past Schedules

The Auto-Scheduler only affects future schedules.

Note: The current day is not considered part of the past.

Ignore Routine Restrictions

The Auto-Scheduler will always respect:

  • Routine Begin Dates

  • Routine End Dates

  • No Shifts Prior To dates

  • No Shifts After dates

  • Exception Dates

Overwrite Existing Shifts

If a shift already exists, even if it has been cancelled, the Auto-Scheduler will not create or replace it.

Create Conflicting Caregiver Assignments

If an assigned caregiver has a scheduling conflict, the Auto-Scheduler will create an Open Shift instead.

Creating an Auto-Scheduling Routine

Step 1: Select a Client

  1. Navigate to Menu → Scheduling → Auto-Scheduling.

  2. Locate the Routines section.

  3. Select the client for whom you want to create an Auto-Scheduling routine.

Step 2: Create a New Routine

  1. Click Create Auto-Scheduling.

  2. Complete the required scheduling information.

Step 3: Select a Routine

Choose a scheduling routine from the Routine dropdown menu.

Examples may include:

  • One Week at a Time, One Week in Advance

  • Multiple Weeks in Advance

  • Other available scheduling intervals

When a routine is selected, an information box explains:

  • How often the routine runs

  • When shifts will be created

  • The scheduling timeframe covered by the routine

Example: Selecting One Week at a Time, One Week in Advance causes the Auto-Scheduler to run every Sunday and create shifts for the following work week.

Step 4: Define Scheduling Dates

Complete the scheduling timeframe:

  • Routine Begin Date

  • Routine End Date

  • No Shifts Prior To

  • No Shifts After

These settings control when the Auto-Scheduler is permitted to create shifts.

Step 5: Complete Shift Details

Enter any required shift information, including:

  • Client

  • Caregiver (optional)

  • Shift Times

  • Days of the Week

  • Fees and Wages

  • Notes

  • Additional Scheduling Information

Using Shift Templates

Shift Templates can be imported into an Auto-Scheduling routine.

Navigate to:

Menu → Scheduling → Shift Templates

Use the Folder Icon within the Auto-Scheduling form to import a template.

Step 6: Save the Routine

Click Save once all information has been entered.

A confirmation window will appear showing when the Auto-Scheduler is scheduled to begin creating shifts.

Running the Auto-Scheduler Immediately

After saving the routine, you will be given the option to:

Run Now

Selecting Run Now will immediately generate eligible shifts based on the routine settings.

After completion, a results window displays:

  • Number of shifts created

  • Any applicable scheduling results

Cancel

Selecting Cancel saves the routine without running it immediately.

The Auto-Scheduler will automatically run according to the routine schedule and begin creating shifts at the next scheduled execution time.

The routine list displays:

  • Last Run Date

  • Next Run Date

  • Routine Details

Managing Existing Routines

Once a routine has been created, action buttons allow you to:

  • Edit the Routine

  • Add Exceptions

  • Run the Routine Immediately

  • View Edit History

  • Delete the Routine

Important: If shift fees or caregiver wages change, update the appropriate Auto-Scheduling routine to ensure future shifts are created correctly.

Adding Exceptions

Exceptions prevent the Auto-Scheduler from creating shifts on specific dates.

To Add an Exception

  1. Open the Auto-Scheduling routine.

  2. Select the Add Exception action.

  3. Enter the date to skip.

  4. Optionally enter a note.

  5. Click Save Exception.

Multiple exceptions can be added to the same routine.

Any shift that would normally be created on an exception date will be skipped.

Best Practices

  • Verify routine dates before activating Auto-Scheduling.

  • Use Shift Templates to speed up setup.

  • Review exceptions for holidays and planned schedule changes.

  • Periodically review Last Run and Next Run dates.

  • Update routines whenever fees, wages, or service details change.

  • Run routines manually after major schedule changes to verify results.

Summary

Auto-Scheduling allows agencies to automatically generate future shifts based on predefined routines while respecting scheduling rules, caregiver conflicts, and exception dates.

Menu → Scheduling → Auto-Scheduling

Key Features

  • Automatic Shift Creation

  • Recurring Scheduling Routines

  • Shift Templates

  • Exception Management

  • Conflict Detection

  • Run Now Functionality

  • Routine History Tracking

Using Auto-Scheduling can significantly reduce manual scheduling workload while maintaining consistency and accuracy across caregiver schedules.

Please download our Tip Sheet here. 

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If you have any questions, contact us at Support@Aaniie.com

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