How job-based scheduling works
This topic relates to our new job-scheduling feature. If you're looking for help with our older scheduling functionality, please refer to Scheduling your employees (legacy scheduling).
In Replicon, you can create job-based schedules, and then assign them to shift workers.
In this context, a ‘job’ is a high-level task, project, or event completed by a group of shift workers. For example, a job could be:
- Running a retail store
- Producing a daily news program
- Running a swim meet
For each job, schedule managers include one or more scheduled shifts, and each shift includes one or more specialized roles that need to be filled to complete the job.
Schedule managers assign each role to workers using Replicon’s SmartMatch feature, which ranks all workers in your system by availability, role, skills, and cost, so you can easily fill the job’s roles.
You need schedule manager permission to create and manage job-based schedules.
Job-based scheduling workflow
- Administrator configures the system for scheduling by creating and assigning roles and skills, and any needed shifts, and groups and permissions for limiting access, and notifications.
Refer to Setting up job-based scheduling for more information on how to configure job-based scheduling.
- Schedule manager/s create jobs that need to be carried out. Each job is comprised of one or more shifts, and each shift is assigned one or more roles that need to be filled to complete the job.
- Schedule manager/s assign the job’s roles to workers using SmartMatch, which assign each resource a score for that role, based on their availability, role and skills assigned in Replicon, and optionally their cost. Schedule manager/s can set the importance of role, skill, and availability for each project, which alters their score.
- Employees find out what shifts they’re assigned via notifications or in the UI.
Example use cases
Replicon’s job-based scheduling can be used in many different industries. The table below outlines some examples of jobs, shifts, and roles can be broken down some example industries.
|
Industry |
Job |
Shifts |
Roles |
|---|---|---|---|
|
Film and Television |
Recording a comedy show |
8-4:30 |
Production Manager Floor Manager Director Camera Operator Audio Operator Boom Operation Make-up Artist Gaffer Dolly grip Key grip |
|
Sports |
Staffing a swim meet |
Morning 7-12 Afternoon 12-5 Evening 5-10 |
Meet Director Referee/Official Starter Chief Judge Stroke/Turn Judge Entry Clerk Timing Equipment Operator Time Verification Announcer Equipment Manager Meet Marshals Volunteer Coordinator |
|
Retail |
Staffing a retail bookstore for a day |
Morning 7-12 Afternoon 12-5 Evening 5-11 |
Manager Assistant Manager Merch Manager Head Cashier Cashier Receiver Magazine Floor - Zone 1 Floor - Zone 2 Floor - Zone 3 Floor - Shelver Greeter/Floater |
|
Entertainment |
Staffing a movie theater for a day |
Matinee 11-5 Evening 5-3 |
Manager Assistant manager Projectionist Cashier Door Concession |
|
Hospitality |
Staffing a restaurant for a day |
Lunch 11-3 Dinner 3-11 |
Manager Kitchen Manager Cook Server Hostess Bus person Dishwasher |
FAQs
Can we still use Replicon’s old shift scheduling functionality?
Job-based scheduling is compatible with Replicon’s old scheduling feature, so if you create schedules in the old UI, those schedules will appear in the job-based scheduling UI, and vice versa. However, the old scheduling feature doesn’t support jobs, roles, or skills, so those elements won’t ever appear in the old UI.
How are job-based schedules different from office schedules?
If an employee works a very regular, repeating schedule, you can assign them an office schedule in Replicon, rather than creating job-based schedules. Office schedules are assigned to users once, not on a shift-by-shift basis. They also don’t define the type of work that will be completed, and therefore include no roles or shifts that need to be fulfilled.
Refer to Defining work days and times using office schedules for more information on office schedules.
How is job-based scheduling different from resourcing?
Job-based scheduling is similar to resourcing, in that both involve assigning workers to particular tasks. However, with resourcing, workers are allocated to projects and their tasks over a longer period of time, while with job-based scheduling shift workers are assigned to shifts managed as part of a job.
If you’re interested in a resourcing solution, Replicon’s Polaris product offers comprehensive resourcing functionality.
