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Settings: Employee Search Rules

All you need to know about setting up specific rules to search for the most suitable employees to fill your schedule

C
Written by Celayix Support
Updated over a week ago

Employee search rules allow the User to create specific rules which can be used to find the most suitable employees to fill your schedule.

Using a feature that uses Employee search rules in your Schedule in your Schedule Xpress

In this article, we'll explore the following on Employee search rules in Schedule Xpress:

Features that use Employee search rules

Creating an Employee search rule

Applying your Employee search rule to a Schedule Xpress feature

Using Employee search rules in your Schedule


Features that use Employee search rules

The features that use Employee search rules are:

Of the features listed above, both Autofill and Find replacement will require an Employee search rule to be created in order for them to be used.

Using Employee search rule for Autofill in Schedule Xpress

Where to setup Employee search rules

You can locate your Employee search rules in Schedule Xpress, in Settings > Branch features > Employee search rules.

Setting up Employee search rules in Settings > Branch features in Schedule Xpress

Creating an Employee search rule

Once you're inside Employee search rules, you can create a search rule by pressing Create rule.

Create rule in Employee search rules in Settings in Schedule Xpress

You'll need to create a name and description for the rule.

Giving your Employee search rule a Name and Description in Schedule Xpress

Cloning and Deleting an Employee search rule

You can also Clone and Delete a rule.

Cloning and Deleting an Employee search rule in Schedule Xpress

Back to creating a building your Employee search rule.

Defaulting an Employee search rule

You can default a search rule by clicking the star to the right of the name.

Defaulting an Employee search rule in Schedule Xpress

It will now highlight to orange to confirm it is defaulted.

Defaulting an Employee search rule in Schedule Xpress

Building your Employee search rule

Let's look at the different sections of your Employee search rule.

Settings

In the Settings section of your Employee search rule, you'll need to define whether the employees your search for are a Partial or Exact match, with relation to the search rule criteria. Here's how the two can be differentiated:

  • Partial - Partial match will find employees that meet some, but not all of the criteria. This type of match can not be used for Shift bidding and Notify employees.

  • Exact - Exact match will find employees that meet all of the criteria selected.

Settings in Employee search rules in Schedule Xpress

Current configurations

If you're using the Employee search rules for any current configurations (feature, they will also display).

Note: You cannot delete an Employee search rule if it's being used in a configuration.

Current configurations in Settings in Employee search rules in Schedule Xpress

Filters

Filters allows you to define specific:

  • Departments

  • Position

  • Employee Types

  • Availability Types

Filters in Employee search rules in Schedule Xpress

If created in your system, you can define your search rule by choosing employees who fall into these categories when using your search rule to find a suitable candidate for a shift.

You can use the dropdowns above all categories to choose your desired selections.

Note: You can pick more than one selection from each category.

Dropdown for selecting in Filters in Employee search rules in Schedule Xpress

Requirements

You can use pre-defined Requirements to make your rule more specific. Click the dropdown to pick one or more selections by ticking the checkboxes to the left. In this example, we've chosen to search for 'Meets shift qualifications' and 'No overtime caused'.

Only employees who are compatible with these two requirements will be available for selection.

Requirements in Employee search rules in Schedule Xpress

Employee Sort Order

Employee Sort Order allows you to define an order in which shifts are assigned to employees. Just like the other categories, you can choose more than one selection for processing shifts.

In this example, we've chosen to use Seniority. By choosing Seniority, if a group of employees meet all the prior criteria, then the shift(s) will be allocated first in order of the most senior employee first. If there's a second shift, then that will go to the second-most senior employee.

Employee Sort Order in Employee search rules in Schedule Xpress

Applying your Employee search rule to a Schedule Xpress feature

Once you've created your Employee search rule, you're going to want to use it for one of the below features:

We'll use Find replacement as an example. If you're to apply your new Employee search rule, you'll need to enter the Settings > Branch features > Find replacement.

Find replacement in Branch features in Settings in Schedule Xpress

Inside, you're able to create a filter to apply your Employee search rule. For example, if you previously created a search rule for 'Meets shift qualifications' and 'No overtime caused', then it's likely you'll want to name it something like Meets Shift Qualifications with no OT.

Press Create filter.

Create filter in Find replacement in Schedule Xpress

You'll need to give the filter a Name and Description.

Writing a Name and Description for your filter in Find replacement in Schedule Xpress

Selecting an Employee search rule

You can ensure that you've chosen the correct Employee search rule for your new Find replacement filter.

Selecting an Employee search rule for a filter in Find replacement in Schedule Xpress

Using Employee search rules in your Schedule

If we were looking to Find replacement for a shift currently filled in your Schedule, you can checkmark the shift, and go to Schedule Tools > Find replacement. You can define the filter containing an Employee search rule, and your results of possible replacements will show.

Using an Employee search rule in Find replacement in Schedule in Schedule Xpress

The Employee Sort Order will show underneath each employee listed. In this example of sort order by Seniority, if an employee has been assigned a Seniority number, it will show below their name.

Find replacement showing potential replacement employees while highlighting Employee sort order as Seniority in Schedule Xpress

For more information on Employee search rules, please Contact Support now!

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