Par Marilou Lachance | 7 September 2021

Creating automated schedules in 5 steps using Timesphere’s planning module

Do you wish to save time by using a scheduling automation software, but wonder about the complexity of the process of implementation when one is not a computer whiz?


If you are among those for whom algorithms are connected with a world of complex and somewhat magical formulas (incredibly complicated, really), it’s time to illuminate your world! At Timesphere, our automation software is developed BY computer science professionals FOR business managers like you.


Here is an overview of the 5 steps that need to be taken to easily and automatically create work schedules. You can even delegate some tasks to members of your team!

Step 1. Provide Employee Information

In order for the software to manage and set work schedules, you must enter into the system information on each employee such as their name, telephone number, address, position title, date of entry into service, etc.

For each employee record, you will also need to provide, for example, structured information related to an employee’s skills and abilities in order to ensure that any assignment is completed by the right employee at the right time.

PSST! This is also a great way to keep employee information on record (such as birth dates). Never again will you forget to wish an employee a happy birthday. Because this information is stored, the system will automatically send you a reminder (and you can take the credit!)

Step 2. Specify the Sets of Rules to Follow

In order for the system to be able to take into consideration your organization’s internal practices, and because each organization has its own collective agreement and business rules (yes, this applies to all your rules!), you need to feed those rules into the system.

To allow the system to apply the formulas based on the particularities of your collective agreement and internal policies, you will be required to input all the sets of rules that must be taken into consideration when, for example, assigning a work shift or when seeking a replacement for a shift. This information – or planning constraints – can relate to the number of hours of work in a day or shifts per week, to the limit of consecutive hours an employee can work or the minimum number of shifts or hours of work per week that need to be assigned to them, or to the minimum number of hours of time off between two shifts. Note that the set of rules you provide can apply to your entire organization, to a group of employees or to a particular employee. Imagine the endless possibilities.

From then on, you will save hours of frustrations that build when having to plan and manage work schedules while taking into account all the rules of your organization. The good news is that you will only need to set this up once, because Timesphere’s planning module has a superhuman memory. You can now simply rely on Timesphere!

Step 3. Share Your Access Rights

Delegate, delegate, and delegate! Delegation is part of a manager’s reality.

The task of managing can be quite demanding (more often than not). Why not give access rights to team members who can take on different tasks such as approving requests for time off? Also, your employees will also benefit from shared responsibilities and will show their commitment to their colleagues. Among other things, employees will be able to fill in their own availability forms, or submit their requests for time off.

Step 4. Define the Needs of Your Workforce

Now that you have inputted into your system the values that need to be considered (employee information, rules and access rights), put your system to the test: generate a schedule!

Simply select a time slot and define your staffing needs. You will be able to specify, among other things, the number of employees as well as the skills required for a given work period or shift. You will also be able to set the requirements by encapsulating them into commands or projects. That’s it!

Believe it or not, the system will do the work for you (and you are the one who gets paid).

Step 5. Watch the ‘magic’ happen!

Schedules are automatically generated according to the number of staff and skills required, while taking into account absentees and collective agreement rules and internal policies.

When a change occurs, each employee receives a notification on their portal. Also, automatic reminders are sent by email. Thus, all members of a given team have access to the latest version of the schedule through an app installed on their mobile device or from a computer connected to the Internet. There is no longer any reason for an employee to lose their schedule, to forget a shift, or not to be informed of changes (there is no need to play the broken telephone game, where information can be distorted).

Once all the information has been entered into the system (steps 1 and 2), all you need to do is repeat steps 3 to 5 to automatically generate work schedules (remember that the system has a superhuman memory). Also, you may change, at any given time, an employee’s personal and detailed information or the set of rules from your collective agreement or organization.

A scheduling automation software such as Timesphere has the power to save you time, to facilitate management activities while limiting the risk of errors, and to strengthen cooperation within the members of your team. And above all, the software is easy to use!

Go ahead and experience the magic of Timesphere!