CR ScheduleAI’s new optimization feature, Employee cancellation coverage, allows users to automate the process of finding coverage for cancelled client events by providers.
To find employee cancellation coverage:
- Navigate to the Scheduling module and select ScheduleAI.
- In the “Optimization type” dropdown select Employee cancellation coverage.
- Under the “Step 1: Schedule Details” header, select the primary office location and a date range between 1 and 7 days to add cancellations.
- Under the “Step 2: Cancellations” header, select up to 5 cancelling providers.
- In the “Employee cancellation details” pop-up, complete the following fields:
- Employee
- Start date
- End date
- Please note, the “All day” checkbox is selected by default. Un-checking this box displays the time zone and allows users to add a start time and end time for cancellations.
- Cancellation reason (select one)
- Options in this drop-down are auto-populated from the organization’s existing list of cancellation reasons.
- Add additional cancellation notes and refine employee pool by coverage labels, if desired.
- In the “Employee cancellation details” pop-up, complete the following fields:
- Under the “Step 3: Additional Settings” header, select the checkbox under meal period to include a meal period for covering employees.
- Select Create Draft at the bottom of the screen, then select Run in the “Run Optimization” pop-up to create a draft schedule with your selected optimizations.
- Users will be automatically redirected to the “Draft Schedules” tab while ScheduleAI runs the optimization.
- Once the status of the draft schedule changes from “Optimizing…” to “Unpublished,” users can select the ellipses icon to Rename and Edit the draft schedule.
- Select Edit to view the new draft schedule with proposed employee cancellation coverage events. ScheduleAI automatically creates a proposed event on cancelling employees’ calendar to block the time they are cancelling for.
- Existing events have a solid outline.
- Proposed events have a dotted outline.
- If there are events that do not have coverage, a warning message at the top of the draft schedule will indicate the number of uncovered events.
- Select VIEW to view more details about the events without coverage.
- Select Publish on the top right of the page to publish the optimized draft schedule.
- If coverage was found for all events, the following message will display. Select Publish in the “Publish schedule” pop-up to confirm.
- If coverage was not found for all events, the “Publish schedule” pop-up will contain a warning to indicate the lack of coverage and details about the events without coverage. The pop-up will also prompt users to decide what to do with events without coverage.
- Select Allow system to cancel events without coverage. to allow ScheduleAI to automatically cancel the listed appointments.
- Select I will manually cancel events without coverage. to keep events without coverage on the calendar.
- Select Publish to confirm.