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 is turned on by default and can be enabled/disabled for the entire instance from Schedule Settings. See Enable AI Shift Assist for setup steps.

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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 as the shift start time approaches:

1. Preferred employees are notified first.

2. At 48 hours before the shift starts, the notification pool widens to include additional eligible employees.

3. At 24 hours before the shift starts, every remaining eligible employee, including those in the Requires review group, is notified.

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 the instance

• 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