Smarter Week

How to automate it

How to automate “build the shift rota and cover absences”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today.

45 min
typically, a few times a week
55%
of the time can be automated
Some setup
to set up

Fix 1 of 1

Software feature

Let people swap shifts and pick up overtime in an app

With a shift app, workers see the rota on their phone, offer and swap shifts, and claim open overtime. The supervisor approves with one tap instead of building it by phone and paper.

Typically saves about 50% of the time2 h to set up
  1. 1Check if your company already has UKG, Deputy, When I Work, Shiftboard or Microsoft Teams Shifts.
  2. 2Load the rota and the rules (skills, max hours, rest time).
  3. 3Show the team how to request swaps and time off on their phone.
  4. 4Post open shifts in the app first, and only phone round if nobody takes them.

Tools: UKG · Deputy · When I Work · Shiftboard · Microsoft Teams Shifts

Quick wins

Have you tried…

Can your team swap shifts and pick up overtime in an app?
Shift apps like UKG, Deputy or When I Work show the rota on everyone's phone. People swap and claim shifts themselves, and the supervisor just approves.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Production supervisor

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Other common tasks for Production supervisors