AI Shift Assist

AI Shift Assist automatically identifies and notifies eligible employees for unassigned and offered shifts. It ranks eligible employees, sends shift offers to employees, and either assigns a claimed shift automatically or sends it to a manager for approval, depending on how the feature is configured.

AI Shift Assist activates in two places:

1. When a manager creates an unassigned shift on the Schedule Calendar.

2. When an employee offers an assigned shift from the R365 mobile app.

In both cases, the feature searches employee eligibility, availability, and labor rules for a match, then displays a ranked list of candidates and sends shift offer notifications. Auto approval can be enabled, which will automatically approve and assign shifts claimed by preferred and eligible employees. Claims made by employees that require review or when auto-approve is off will appear on the Shift Offers tab of the Manager Queue alongside standard shift requests.

AI Shift Assist can be enabled/disabled for locations from Schedule Settings. See Enable AI Shift Assist for setup steps.

Navigation

AI Shift Assist is used on the Schedule. Enabling AI Shift Assist is done on the Schedule Settings.

How AI Shift Assist Ranks and Notifies Candidates

When AI Shift Assist evaluates a shift, each eligible employee is grouped as Preferred, Eligible, or Requires review in the candidate match panel. An employee with a labor rule violation, such as a minor labor rule, an availability conflict, or approaching overtime, appears in Requires review with a label identifying the specific issue. An employee with no violations and a strong overall fit appears in Preferred. An employee with an error-level labor rule violation does not appear as a candidate.

Ranking weighs how evenly shifts have been distributed among employees, how consistently an employee follows through on claimed shifts, and the employee's job rating. Pay rate acts as a tie-breaker between employees with a similar score. These weights are fixed and are not configurable.

Shift offer notifications go out in waves based on how much time remains before the shift starts:

1. If more than 48 hours remain, AI Shift Assist notifies Preferred employees and schedules the next wave.

2. If between 24 and 48 hours remain, AI Shift Assist notifies Preferred and Eligible employees and schedules the third and final wave.

3. If less than 24 hours remain, AI Shift Assist notifies Preferred, Eligible, and Eligible with Warnings employees.

Because each wave is evaluated against the time remaining when the shift is processed, later waves are scheduled dynamically rather than at a fixed moment.

Every shift offer notification appears in the R365 app's Notification Center, where it stays available to review later. Employees and managers can also choose to receive shift offer notifications by push, email, or text from their notification settings in the app.

If no employee meets the eligibility criteria for a shift, the candidate match panel displays a message indicating no eligible employees were found.

Managers cannot see which notifications were sent to which employees; the shift itself does not keep a notification log.

Feature Pages, Screens, and Records

Schedule Settings — AI Shift Assist

The AI Shift Assist tab of Schedule Settings contains the toggles that turn the feature on for the instance.

On the AI Shift Assist tab, managers can:

• Turn AI Shift Assist on or off for a location or set of locations

• Turn on automatic assignment of accepted shifts, once AI Shift Assist is enabled

Shift Detail — Candidate List

The shift detail view for an unassigned shift shows the candidate match panel when AI Shift Assist is enabled.

On an unassigned shift, managers can:

• Watch the AI search in progress indicator while the shift is evaluated

• View the ranked list of Preferred and Requires review candidates once a match is found