Knowledge Base

Assistant Module - Overview

The scheduling 'Assistant' module is a proprietary feature of the scheduling system. It allows organizations to setup rules for scheduling, and then have the system follow those rules exactly as intended.


The system allows for organizations to run their daily staffing with an 'assistant' providing guidance and recommendation, taking into account scheduling rules and 'qualifiers' for each assignment in the organization. The scheduling system will accommodate any size organization; from 10 employees to 10,000. You can implement rules based scheduling using qualifiers and minimum staffing levels, and watch in real time as the system analyzes the daily schedule for any deficiencies – moving qualified employees automatically to fill voids, or performing a ‘CallBack’ to fill the open position automatically.


You can run the Assistant feature at anytime manually, or have it set to automatically analyze future days; the possibilities are endless.


Getting Started:

Before you begin using the Assistant module:
You must make sure it's been enabled. To enable it click admin System Settings > Modules > Assistant Module

To access the Assistant module, click Assistant from the left module menu > Dashboard





From there you will be presented with your 'Dashboard'. The dashboard will list any events that have occurred today, along with recent events along the right side of the screen. To get started setting up the system, you will first want to add 'Qualifiers'. Qualifiers are a way for you to assign specific qualifications to employees, as well as set minimum staffing levels for your assignments. To add / edit the Qualifiers, click the Qualifiers menu button in the left hand panel.






To add a new qualifier, click + Add Qualifier





Think of the qualifiers as qualifications needed within the CrewScheduler assignment. For example, if a Fire Department has an assignment called 'Engine 1', and within that assignment there is a minimum staffing policy in place that says at any given time, Engine 1 must have (2) Firefighters and (1) Captain on board; you would want to create qualifiers in the system called Firefighter and Captain. Then insert names into those qualifiers for employees who meet that criteria (ie. are eligible to work that position).

Employees can have an unlimited number of qualifiers associated with their name.




From there, give your Qualifier a name, as well as a short-code, and click Add Qualifier.


Now you will notice the qualifier appear in the Qualifiers screen. You'll want to now add employees who are eligible to work this Qualifier. Do this by clicking the three dots next to the Qualifier name.





This will open a popup, where you can add / delete employees from this qualifier and delete the qualifier entirely. To associate users with the qualifier, start typing their name in the 'Select Users' area. You can also globally apply qualifiers to a list of employees, by group, or Specialty Classification. Once you've found the matching results, click + Add Users.

They are now saved to this qualifier.



You can edit the preferential order of Qualifiers per user. This will tell the system to fill openings with users that have the highest rated qualifier specific to that position first. To do this, simply drag and drop the qualifiers; with the highest priority qualifier on the left:





In the above example, Lindsay has Captain as her highest rated qualifier. This means that she will fill the role of CPT first, prior to filling a role for FF.


If you need to change the Qualifiers around, (ie. changing Lindsay's qualifiers so that she is scheduled as a FF first before being scheduled as a CPT) you would simply move your mouse above the qualifiers and move them around. 






    • Related Articles

    • Assistant - Assignment Rules/Qualifiers

      The rules are where you get into the nitty gritty of the scheduling Assistant feature. You will notice under the Assistant Module on the Assignment Rules page, a list of all the assignments within the CrewScheduler. Lets pretend we have two ...
    • Assistant - Manual Analyze

      The scheduling Analyze module is where the system will look at the CrewScheduler and find any voids. If a void is found, the system will automatically move people and / or initiate a new CallBack to fill the open voids (optional). To access the ...
    • Timeline View

      The timeline view is a new feature within the platform that allows for a more streamlined staffing process when it comes to the management of already scheduled employees. With far more filtering options than any other view within the scheduler ...
    • Assistant - Auto Analyze

      The Assistant feature offers both a manual analyze, as well as auto-analyze option. You can set the system to auto analyze on a set schedule and time. To do this, click the 'Assistant Settings' option in the left side bar. You'll notice a slew of ...
    • CrewScheduler Layout / Setup Daily View

      A feature that is unique to our platform is the CrewScheduler daily view setup. This is an excellent way for you to layout the daily view of the CrewScheduler however you'd like. For example, if you wanted to create a column labeled 'Stations' and ...