User Guide: Auto Scheduler Settings in CrewCard

Overview

The Auto Scheduler allows administrators to schedule crew for upcoming shifts using their preferred scheduling method and settings.

Automatic scheduling is particularly useful during busy periods when several shifts need to be filled. Administrators can choose when the scheduler runs, set the hours during which messages can be sent and save their settings for future use.

The Auto Scheduler is available from the Shifts and Activities pages, with an additional settings shortcut in the Shifts page header.

1. Accessing the Auto Scheduler

The Auto Scheduler can be opened from either the Shifts page or the Activities page.

SHIFTS PAGE

From the Shifts Page

  1. Go to Jobs → Shifts in the Admin Portal.
  2. Select the relevant shifts.
  3. Open the Auto Scheduler.
  4. The Auto Scheduler pop-up will appear.
ACTIVITIES PAGE

From the Activities Page

  1. Open the Activities page.
  2. Click Auto Scheduler.
  3. The same Auto Scheduler pop-up used on the Shifts page will appear.
QUICK ACCESS

Auto Scheduler Settings Shortcut

An Auto Scheduler Settings icon is also available in the header of the Shifts page.

  • When automatic scheduling is enabled, the icon appears in green.
  • Clicking the icon opens the Auto Scheduler Settings pop-up.
  • If automatic scheduling is disabled, the icon is hidden.

This shortcut is available on the Shifts page only.

CrewCard Shifts page showing the Auto Scheduler shortcut in the header
Auto Scheduler shortcut in the Shifts page header.

2. Configuring Automatic Scheduling

Open the Auto Scheduler pop-up to configure the scheduling options.

Schedule By

Select the method to use when scheduling crew:

Merge Shifts

Merge Shifts scheduling method.

Rank

Rank-based scheduling method.

Oncall

Oncall scheduling method.

Proximity

Proximity-based scheduling method.

Acceptance

Acceptance-based scheduling method.

The pop-up also includes additional fields for Select Abilities, Staff Every, Minutes, From Rank and To Rank.

Complete the relevant fields based on the scheduling method selected.

Enable Automatic Scheduling

Default Setting: OFF

To activate automatic scheduling, switch the Enable Automatic Scheduling toggle to ON.

Once enabled, you can configure when the scheduler runs and the permitted message sending hours.

CrewCard Auto Scheduler pop-up showing scheduling methods and automatic scheduling settings
Auto Scheduler pop-up with scheduling methods and configuration options.

3. Setting the Scheduler Timing and Message Sending Hours

Run Scheduler

The Run Scheduler setting determines when automatic scheduling should run.

Two options are provided, separated by OR.

OPTION 1

Days Before Shift Start Time

Enter the number of days before the shift starts.

Example:
Run Scheduler: 3 days before shift start time

This schedules the automatic scheduling process to run three days before the shift's start time.

OPTION 2

Shifts Starting From a Future Date

Enter the number of days from today.

Example:
Shifts starting on or after midnight: 7 days from today

This includes shifts starting on or after the calculated date. Shifts starting before that date are excluded.

Sending Message Hours

Use Sending Message Hours to set the time window during which the Auto Scheduler can send messages to crew.

Enter the start and end times in the two fields provided.

Example:
Sending Message Hours: 18:00 to 08:00

This sets an overnight message sending window, starting at 6:00 pm and ending at 8:00 am the following day.

Outside the selected hours, the Auto Scheduler pauses message sending and resumes during the next permitted window for jobs that remain unfilled.

The start and end times can be adjusted to suit your operational requirements.

4. Selecting Notification and Additional Options

Below the automatic scheduling settings, you can choose the notification channels used to contact crew.

Notification Channels

Tick the required checkboxes:

SMS

Send scheduling messages by SMS.

Email

Send scheduling messages by email.

App

Send scheduling messages through the CrewCard App.

You can select one or multiple notification channels.

Additional Options

Open Scheduler Page

Opens the scheduler page as part of the scheduling workflow.

Return to Previous Page

Returns to the previous page after the scheduling action, according to the existing workflow.

Select the options required before proceeding.

5. Saving Your Auto Scheduler Settings

Default Setting: Save these settings as default is ticked by default.

When selected, CrewCard saves the current Auto Scheduler configuration as the default for future use.

How to Save Your Settings

  1. Select the scheduling method and complete the relevant fields.
  2. Switch Enable Automatic Scheduling to ON, if required.
  3. Enter the preferred Run Scheduler timing.
  4. Set the Sending Message Hours.
  5. Select the SMS, Email or App notification channels.
  6. Leave Save these settings as default ticked.
  7. Click Go.

The settings will be retained for future use.

If you only want to use the configuration for the current scheduling action, untick Save these settings as default before clicking Go.

6. Important Notes

  • Enable Automatic Scheduling is OFF by default.
  • Save these settings as default is ticked by default.
  • The Auto Scheduler is available from both the Shifts and Activities pages.
  • The Auto Scheduler Settings shortcut is displayed in the Shifts page header only when automatic scheduling is enabled.
  • The Run Scheduler setting provides two timing options, separated by OR.
  • Sending Message Hours can be configured for daytime or overnight sending windows.
  • SMS, Email and App notification channels can be selected individually or together.
  • Saved default settings allow administrators to reuse their preferred configuration without entering the same details each time.

Summary

The Auto Scheduler gives administrators more control over scheduling upcoming shifts, particularly during busy periods.

By setting the scheduler timing, message sending hours and notification channels, administrators can configure automatic scheduling to suit their daily operations.

The option to save these settings as default also makes it easier to use the same configuration again.