{"id":884,"date":"2023-06-28T07:14:23","date_gmt":"2023-06-28T11:14:23","guid":{"rendered":"https:\/\/www.sigmia.com\/automated-employee-scheduling-steps\/"},"modified":"2026-09-09T22:41:25","modified_gmt":"2026-09-10T02:41:25","slug":"automated-employee-scheduling-steps","status":"publish","type":"post","link":"https:\/\/www.sigmia.com\/en-ca\/automated-employee-scheduling-steps\/","title":{"rendered":"How to Create Automated Employee Schedules"},"content":{"rendered":"\t\t<section class=\"blog-content section-block black themed no-background\" data-scroll-section>\n\t\t\t<div class=\"container\">\n\t\t\t\t<div class=\"row\">\n\t\t\t\t\t<div class=\"col-md-8\">\n\t\t\t\t\t\t<div class=\"top\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t<p>The <a href=\"\/en-ca\/time-attendance-schedule-optimization-suite\/workforce-labour-optimization-module\/\"><b>Workforce Labour Optimization Software<\/b><\/a> from SIGMA-HR saves time and streamlines your management tasks by reducing errors and optimizing collaboration within your teams.<\/p>\n<p>The good news? It&#8217;s designed to be genuinely intuitive. Here&#8217;s how to create automated schedules in 5 steps.<\/p>\n<h2 id=\"step-1-enter-your-employees-information\">Step 1: Enter Your Employees&#8217; Information<\/h2>\n<p>Start by entering your employees&#8217; personal information in a profile \u2014 name, phone number, address, position, start date, and so on. Be sure to also record each employee&#8217;s skills. This is what lets you have the right employee in the right place at the right time.<\/p>\n<h2 id=\"step-2-enter-the-rules-to-follow\">Step 2: Enter the Rules to Follow<\/h2>\n<p>Our software adapts to each organization&#8217;s collective agreements and business rules. Just enter the information, and the software takes care of the rest.<\/p>\n<p>By recording every standard to respect \u2014 collective agreement terms, internal policies \u2014 the software can build schedules that meet those specifications. The information and constraints can include:<\/p>\n<ul>\n<li>the maximum number of hours per day;<\/li>\n<li>the number of shifts per week;<\/li>\n<li>allowed consecutive hours;<\/li>\n<li>the number of hours per week; or<\/li>\n<li>the rest period between two working days.<\/li>\n<\/ul>\n<p>This information can apply to the whole organization, to a group of employees, or to a single employee. The possibilities are virtually endless.<\/p>\n\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t<\/section>\n\t\n\n\t\t<section class=\"blog-content section-block black themed no-background\" data-scroll-section>\n\t\t\t<div class=\"container\">\n\t\t\t\t<div class=\"row\">\n\t\t\t\t\t<div class=\"col-md-8\">\n\t\t\t\t\t\t<div class=\"top\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t<h2 id=\"step-3-share-access-rights\">Step 3: Share Access Rights<\/h2>\n<p>As a manager or operations director, carrying a heavy workload? Delegate. Give your team members the access they need. Your employees will be able to fill out their availability forms or submit time-off requests, among other things. They&#8217;ll appreciate the autonomy, and it will strengthen their sense of engagement toward their work and their colleagues.<\/p>\n<p><b>Read more:<\/b> <a href=\"\/en-ca\/blog\/la-ligue-de-lenseignement-simplifies-human-resources-management-with-sigma-hrs-hcm-software\/\"><b>La Ligue de l&#8217;Enseignement Simplifies HR Management with SIGMA-HR<\/b><\/a><\/p>\n<h2 id=\"step-4-define-your-staffing-needs\">Step 4: Define Your Staffing Needs<\/h2>\n<p>Once your data \u2014 employees, rules, and access rights \u2014 is saved in the system, you can move on to building a schedule.<\/p>\n<p>Select a shift and the staffing needs for it. For example, determine how many employees are required for each of the company&#8217;s shifts, including the skills required. You can also enter these needs by attaching them to orders or projects. That&#8217;s it.<\/p>\n<p>Believe it or not, the system does the work for you from there. Meanwhile, you&#8217;re free to focus on higher-value tasks. Hard to beat that.<\/p>\n<h2 id=\"step-5-watch-the-magic-happen\">Step 5: Watch the &#8220;Magic&#8221; Happen<\/h2>\n<p>Schedules are generated automatically based on, among other things:<\/p>\n<ul>\n<li>required staffing levels;<\/li>\n<li>required skills;<\/li>\n<li>absences;<\/li>\n<li>business rules; and<\/li>\n<li>the collective agreement.<\/li>\n<\/ul>\n<p>When a change is made, every employee gets a notification on their portal, and automatic reminders go out by email. That way, every team member can easily access the latest version of the schedule through the app, from their phone or computer.<\/p>\n<p>Finally, once your initial data entry is complete (Steps 1 and 2), all you&#8217;ll need to do is repeat Steps 3 through 5 to generate automated schedules going forward. You can update your employees&#8217; information or your collective agreement at any time.<\/p>\n\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t<\/section>\n\t\n\n\t\t<section class=\"blog-cta section-block themed accent yellow\" data-scroll-section>\n\t\t\t<div class=\"container\">\n\t\t\t\t<div class=\"row\">\n\t\t\t\t\t<div class=\"col-md-8 col-content\">\n\t\t\t\t\t\t<div class=\"content-wrapper themed yellow\">\n\t\t\t\t\t\t\t<div class=\"texts\">\n\t\t\t\t\t\t\t\t<h2 class=\"title title-3\">Want to Explore Collaborative Intelligent Scheduling with Our Experts?\n<\/h2>\n\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<div class=\"btns\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<a href=\"\/en-ca\/meeting-info-request-HP\/\"\n\t\t\t\tclass=\"button button-primary\"\n\t\t\t\t\t\t\t\t\t\t\t\t>\n\t\t\t\t<span class=\"button-mask\">\n\t\t\t\t\t<span class=\"mask-label\">Talk to our specialists<\/span>\n\t\t\t\t\t\t\t\t\t\t\t<span aria-hidden=\"true\" class=\"mask-extra-label\">Talk to our specialists<\/span>\n\t\t\t\t\t\t\t\t\t<\/span>\n\t\t\t<\/a>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t<\/section>\n\t\n\n\t\t<section class=\"blog-content section-block black themed no-background\" data-scroll-section>\n\t\t\t<div class=\"container\">\n\t\t\t\t<div class=\"row\">\n\t\t\t\t\t<div class=\"col-md-8\">\n\t\t\t\t\t\t<div class=\"top\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t<h3 id=\"to-go-further\"><b>To go further:<\/b><\/h3>\n<ul>\n<li><a href=\"\/en-ca\/blog\/hr-time-consuming-tasks\/\"><b>5 Most Time-Consuming HR Tasks<\/b><\/a><\/li>\n<li><a href=\"\/en-ca\/blog\/what-is-a-no-code-solution\/\"><b>No-Code Solutions: What Are the Benefits for HR?<\/b><\/a><\/li>\n<li><a href=\"\/en-ca\/blog\/how-can-companies-make-better-use-of-ai\/\"><b>Innovation, Control and the Rise of AI: A New Challenge for HR<\/b><\/a><\/li>\n<li><a href=\"\/en-ca\/blog\/ai-human-skills-hr-challenges\/\"><b>AI and Human Skills: The Role of HR in Organizations<\/b><\/a><\/li>\n<\/ul>\n\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t<\/section>\n\t\n\n\t<section class=\"blog-faq section-block black themed no-background\" data-scroll-section>\n\t\t<div class=\"container\">\n\t\t\t<div class=\"row row-main\">\n\t\t\t\t<div class=\"col-md-8\">\n\t\t\t\t\t\n\t\t\t\t\t<h2 class=\"title-2\">FAQ\n<\/h2>\n\t\t\t\t\t\n\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t<\/div>\n\n\t\t\t<div class=\"row row-faq\">\n\t\t\t\t\t\t\t\t\t<div class=\"col-md-8 right-column\">\n\t\t\t\t\t\t<div class=\"open-collapse-container\" data-collapser-module=\"default\">\n\t\t\t\t\t<div class=\"open-collapse-wrapper\" data-collapser=\"453f506c3b49ee397f193294ecac83740\">\n\t\t\t<button type=\"button\" id=\"collapseTitle-453f506c3b49ee397f193294ecac83740\" class=\"open-collapse-title\" data-collapser-controller>\n\t\t\t\t<p><strong>How does constraint-based scheduling work?<\/strong><\/p>\n\t\t\t\t<span class=\"toggle-btn button button-icon\" aria-hidden=\"true\"><\/span>\n\t\t\t<\/button>\n\t\t\t<div id=\"collapseContent-453f506c3b49ee397f193294ecac83740\" class=\"open-collapse-content\" data-collapser-content>\n\t\t\t\t<div class=\"oc-content-mask\">\n\t\t\t\t\t<div class=\"oc-content-inner\">\n\t\t\t\t\t\t<p>Constraint-based scheduling software lets you define rules \u2014 like maximum hours per day, required rest periods between shifts, or collective agreement terms \u2014 once, and then generates schedules that automatically respect every one of them.<\/p>\n\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<div class=\"open-collapse-wrapper\" data-collapser=\"62ae901d4690360c5303ad06ef02e9991\">\n\t\t\t<button type=\"button\" id=\"collapseTitle-62ae901d4690360c5303ad06ef02e9991\" class=\"open-collapse-title\" data-collapser-controller>\n\t\t\t\t<p><strong>Can scheduling software really apply my collective agreement automatically?<\/strong><\/p>\n\t\t\t\t<span class=\"toggle-btn button button-icon\" aria-hidden=\"true\"><\/span>\n\t\t\t<\/button>\n\t\t\t<div id=\"collapseContent-62ae901d4690360c5303ad06ef02e9991\" class=\"open-collapse-content\" data-collapser-content>\n\t\t\t\t<div class=\"oc-content-mask\">\n\t\t\t\t\t<div class=\"oc-content-inner\">\n\t\t\t\t\t\t<p>Yes. Once your collective agreement terms and internal policies are entered into the system, the software builds every schedule around those rules, whether they apply company-wide, to a specific group, or to a single employee.<\/p>\n\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<div class=\"open-collapse-wrapper\" data-collapser=\"880df3be1d439e73c448cd42752854a42\">\n\t\t\t<button type=\"button\" id=\"collapseTitle-880df3be1d439e73c448cd42752854a42\" class=\"open-collapse-title\" data-collapser-controller>\n\t\t\t\t<p><strong>How much manual work does automated scheduling actually remove?<\/strong><\/p>\n\t\t\t\t<span class=\"toggle-btn button button-icon\" aria-hidden=\"true\"><\/span>\n\t\t\t<\/button>\n\t\t\t<div id=\"collapseContent-880df3be1d439e73c448cd42752854a42\" class=\"open-collapse-content\" data-collapser-content>\n\t\t\t\t<div class=\"oc-content-mask\">\n\t\t\t\t\t<div class=\"oc-content-inner\">\n\t\t\t\t\t\t<p>Once employee data, rules, and access rights are set up, generating a new schedule mainly involves defining staffing needs for a shift \u2014 the system handles rule-checking and shift assignment from there.<\/p>\n\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<div class=\"open-collapse-wrapper\" data-collapser=\"9536f5c3a35ea52254db6209265d014d3\">\n\t\t\t<button type=\"button\" id=\"collapseTitle-9536f5c3a35ea52254db6209265d014d3\" class=\"open-collapse-title\" data-collapser-controller>\n\t\t\t\t<p><strong>What happens when a schedule changes after it&#8217;s published?<\/strong><\/p>\n\t\t\t\t<span class=\"toggle-btn button button-icon\" aria-hidden=\"true\"><\/span>\n\t\t\t<\/button>\n\t\t\t<div id=\"collapseContent-9536f5c3a35ea52254db6209265d014d3\" class=\"open-collapse-content\" data-collapser-content>\n\t\t\t\t<div class=\"oc-content-mask\">\n\t\t\t\t\t<div class=\"oc-content-inner\">\n\t\t\t\t\t\t<p>Every affected employee receives a notification through their portal along with an automatic email reminder, so the whole team can access the latest version of the schedule from their phone or computer.<\/p>\n\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<div class=\"open-collapse-wrapper\" data-collapser=\"851bbe102d1a01ab23f78897f9e0183a4\">\n\t\t\t<button type=\"button\" id=\"collapseTitle-851bbe102d1a01ab23f78897f9e0183a4\" class=\"open-collapse-title\" data-collapser-controller>\n\t\t\t\t<p><strong>Can employees access their schedules without needing IT support each time?<\/strong><\/p>\n\t\t\t\t<span class=\"toggle-btn button button-icon\" aria-hidden=\"true\"><\/span>\n\t\t\t<\/button>\n\t\t\t<div id=\"collapseContent-851bbe102d1a01ab23f78897f9e0183a4\" class=\"open-collapse-content\" data-collapser-content>\n\t\t\t\t<div class=\"oc-content-mask\">\n\t\t\t\t\t<div class=\"oc-content-inner\">\n\t\t\t\t\t\t<p>Yes. Granting employees their own access lets them view schedules, submit availability, and request time off directly, without funnelling every request through a manager.<\/p>\n\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t<\/div>\n\t<\/div>\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t<\/div>\n\n\t\t\t<script type=\"application\/ld+json\">{\n    \"@context\": \"https:\/\/schema.org\",\n    \"@type\": \"FAQPage\",\n    \"mainEntity\": [\n        {\n            \"@type\": \"Question\",\n            \"name\": \"How does constraint-based scheduling work?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>Constraint-based scheduling software lets you define rules \u2014 like maximum hours per day, required rest periods between shifts, or collective agreement terms \u2014 once, and then generates schedules that automatically respect every one of them.<\/p>\"\n            }\n        },\n        {\n            \"@type\": \"Question\",\n            \"name\": \"Can scheduling software really apply my collective agreement automatically?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>Yes. 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No more scheduling headaches!<\/p>\n","protected":false},"author":6,"featured_media":882,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","_members_access_role":[],"_members_access_error":""},"categories":[39],"article_type":[57],"class_list":["post-884","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-time-activities-management","article_type-articles"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to Create Automated Employee Schedules | Sigmia<\/title>\n<meta name=\"description\" content=\"Advanced technology and deep mathematical capabilities power our constraint-based scheduling software. 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