Employee search rules allow the scheduler to set up certain criteria that the system will use when scheduling a shift via Find Replacement or Autofill.

An example of this is that the scheduler might only want to look to fill a shift with an employee who has the correct skills, who has experience with a particular customer, and to ensure they do not go into Overtime. Employee Search Rules are where this would be set.

You can have multiple search rules; each one with different search criteria. The search rules are used in the Autofill and Find Replacement tools.

Note: Your on-screen labels may be different from those shown in these examples. For example, you may have renamed Employee to be Staff, or Customer to be Client.


Before being able to run Autofill or Find Replacement the scheduler must set up at least one Employee Search Rule.

Employee Search Rule

Steps to navigate to Employee search rule

  • Click on the Gear icon (1)

  • Click on the label Employee Search Rules (3)

Setting up employee search rules
  • If this is the first rule to be added then the screen will display as above ("Ready to get started ... ?"). Click on the + icon (3)

  • If there are already filters XXXXXXXXXXXXXXX

Create a rule - dialogue box
  • Give the rule a name (1). A description can be added but it is not a required field

  • Click on Create (2)

Creating a new employee search rule

Each Employee Search Rule has 4 sections

  • Settings (1)

    • Match Criteria - Two options Partial and Exact.

      • Partial - this will display any employee who matches at least one of the Requirements. The list of employees will have the employees who match all the Requirements, followed by those who match fewer Requirements. Therefore, the best matches are at the top. The first 20 matches are shown.

      • Exact - this will display only employees who meet all the criteria. If an employee meets only some of the criteria then the employee will not be shown in the results.

    • Currently used in configurations - this will display any Autofill or Find Replacement configurations where this rule has been applied so the Scheduler is aware what would be effected if changes were made to the rule.

  • Filters (2)

    • If no selections are made in the 4 areas then the system will schedule shifts regardless of the Department, Position, Employee Types and Availability Types.

    • If the Scheduler would like to restrict one or all of these for example a certain Department for a certain Employee Type then this can be achieved by clicking on the drop down list for the specific area and making the necessary selections.

  • Requirements

    • There are a number of requirements and the Scheduler can set the rule up to use one or more of them by simple clicking on the drop down list and ticking the check box next to each requirement that they want the rule to use. In example above 'No Overtime cause' and 'Meets shift qualification' has been selected.

  • Employee Sort Order

    • This is where the scheduler sets what order the shifts are shown. In the example above Seniority has been selected, meaning that the person with the highest seniority will be the first in the list. Multiple employees may have the same seniority, in which they will be listed before the next highest seniority.

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

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