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  1. Home
  2. Scheduling
  3. Auto-scheduling
Automatic rota scheduling

Auto scheduling

An AI rota generator that builds every shift and break around your cover, rules and people, ready for you to check and approve.

Book a demoTake the product tour

Trusted by ops teams managing thousands of shifts every week

  • Screwfix
  • Hotel Chocolat
  • Hugo Boss
  • Poundland
  • The White Company
  • Our Coop
  • Truworths
  • Toolstation
  • Office
  • William Hill
  • Caffe Nero
  • Pets at Home
  • Lush
  • Dune London
  • Sephora
  • Charlotte Tilbury
  • Lakeland
  • Louis Vuitton
  • Screwfix
  • Hotel Chocolat
  • Hugo Boss
  • Poundland
  • The White Company
  • Our Coop
  • Truworths
  • Toolstation
  • Office
  • William Hill
  • Caffe Nero
  • Pets at Home
  • Lush
  • Dune London
  • Sephora
  • Charlotte Tilbury
  • Lakeland
  • Louis Vuitton
Scheduling

What auto-scheduling does for you

  • Your rules, your people

    Every rota respects the way your team works, from individual contracts to working time rules, with preferences and fairness balanced across everyone.

    • ✓Contracted hours, availability and skills
    • ✓Rest between shifts and maximum hours
    • ✓Fair share of weekends and lates

  • Cover where you need it

    Set the cover you want through the day, or use forecast demand and labour budgets if you have them. The Autoscheduler builds shifts to match and highlights any gaps your team can’t fill.

    • ✓Minimum, target and maximum cover
    • ✓Works with forecasts and budgets
    • ✓Unfilled cover flagged

  • You approve every rota

    Each draft comes with a fit-to-demand score and warnings against your rules, so you can change any shift before it’s approved.

    • ✓Edit, add or remove shifts
    • ✓Fit-to-demand score and rule warnings
    • ✓Staff see it once approved
Auto scheduling

How automated scheduling works

The Autoscheduler creates shifts and assigns them in the same pass, so every shift in the draft already has a person on it. Here is what happens when you press the button.

  1. 01

    You set the rules.

    Minimum, target and maximum cover for each role and location, your budgets, internal policies, contracts and working time rules.

  2. 02

    It works through the options.

    The Autoscheduler weighs staff skills, availability, preferences and fairness against your cover and scores each possible rota on how well it fits demand.

  3. 03

    You get a draft, not a decision.

    The best rota arrives as a draft with a fit-to-demand score as a percentage. Before anything is published, it checks your rules and flags anything to look at.

  4. 04

    You approve it.

    Edit with the same drag and drop as the rest of the Scheduler, then publish. Your team sees it in the Rotageek app. Automatic scheduling takes rota building from hours of spreadsheet work to minutes, without taking the decision away from the manager.

Planning

Plan a week or a year ahead

Build an optimised rota a week out, or plan shifts a year ahead. Auto scheduling works to the staffing levels you set, so seasonal peaks, quiet weeks and trading trends are covered by the rules, not by guesswork.

  • Cover where it matters

    Set minimum and maximum staffing levels to meet your service standards in every location.

  • The right skills on every shift

    Skills are treated as a rule, so a shift that needs a key holder or a qualified carer gets one.

  • Fair by design

    Preferences and fairness are weighed on every run, so the same people don’t always get the late shifts.

  • Still yours to change

    Adjust any shift after the draft is built, then share it with your team in a click.

An automatic rota maker that works to your rules

The Autoscheduler drafts your rota in minutes, so managers spend their time checking it, not building it. We set it up with you, around the way your business runs.

  • Built to your cover. Shifts match the cover you set, or your forecast and labour budget.
  • Rules first, then fairness. Contracts, availability, skills and rest come first, then a fair share of weekends and lates.
  • A manager signs it off. Unfilled cover is flagged, and nothing reaches staff until the rota is approved.
hardware-store-assistant

What our customers say

All customer stories →
Sephora “
Autoscheduling provides our teams a much fairer way to plan their rotas, they achieve a better match to customer demand across the week, ensure coverage of necessary skills, and they also save time while doing it compared to using a spreadsheet file.
Diana GulinescuRetail Experience Manager, Sephora Middle East Read the Sephora story
The platform

Explore the Rotageek platform

Scheduling is where this starts. See what else Rotageek does.

Scheduling
  • Rota building→
  • Auto-schedulingYou’re here→
  • Skills and tasks→
  • Rules and compliance→
  • Flexible staffing→
Forecasting and labour planning→ 3 features Insights and AI→ 2 features Time and attendance→ 2 features Leave and absence→ 2 features Employee app and engagement→ 2 features Payroll and pay rules→ 2 features HR→ 1 feature Platform and integrations→ 3 features

Auto-scheduling FAQs

No. It can work from the cover you set: a minimum, target and maximum number of people for each task through the day. Forecasts and budgets can be added as part of your set-up.

Yes. If you plan fixed shift times, it can put the right people into those shifts rather than create new ones. We set this up with you.

The rules agreed for your organisation, such as contracted hours, availability, skills and rest between shifts. Must-meet rules come before preferences and fairness.

It drafts who works each shift. A manager can change any of it, and staff only see the rota once a manager approves it.

Automated scheduling builds your staff rota for you. You set the cover you need, your rules and your budgets, and the Autoscheduler creates and assigns every shift and break. A manager checks the draft and approves it before anyone sees it.

Yes. The Autoscheduler uses an algorithm and AI to weigh skills, availability, preferences, fairness and your rules, then generates the rota that best fits demand. You stay in control: it gives you a draft with a fit-to-demand score, and nothing is published until you approve it.

As far as you need. Build a rota for next week, or plan shifts up to a year ahead around seasonal peaks and trading trends.

Yes. Edit any shift with drag and drop, the same way you would in the Scheduler. The Autoscheduler flags anything that breaks one of your rules before you publish.

See a rota built to your rules

We’ll show you how the Autoscheduler works with your contracts, cover and working time rules, and how managers stay in control of every rota.

Book a demoTake the product tour
Rotageek

Rota Geek Limited is a company registered in England and Wales with the company number 06783810 and registered address of Unit 6 & 7, Foundry Court, Foundry Lane, Horsham, West Sussex, England, RH13 5PY

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