Navigation: ‘Scheduling’ tab then ‘Build Schedule’
Importing the Base Floor Plans
Now that your forecast has been calculated, you can move on to the next step and setup your shifts for the week. In this step you will select a base floor plan for each day of the week, which will import the shifts that you already created as your averages for the week. You can modify, add or delete any shifts as you progress through the week.
Note: This and the next section of scheduling will be done separately for all department groups.
Follow the steps below to import your base floor plans.
- Choose the department group you wish to schedule and then click on the ‘Manage Floor Plan’ button.
- Click on the first day of the week.
- Click on the base floor plan you want to use for this day.
- Click on the ‘Use this base floor plan’ button.
- Make any adjustments to the shifts if required (see below).
- Click on the ‘Confirm Floor Plan’ button.
- Repeat the above steps until all the days of the week show ‘Confirmed’.
- You can now click on the ‘Return to Weekly Overview’ button to review the summary or ‘Continue to Schedule’ to move onto ‘Manage Schedule’. Note: If this is your first schedule, read the next section of this guide before moving on.
Here is a quick demonstration the steps described above:
Below is a daily view (Monday) of the floor plan once you imported a base floor plan. Please see the key areas and descriptions below to learn how to utilize these tools.
#1 Events: Hover your cursor over the 'daily event' label to view the details. This will help you determine if you have enough shifts to accommodate the event.
#2 Daily Projections: This displays the total hours scheduled for this day, the sales forecast and the dollars per man hour for the day. This data will change instantly as you modify the shifts.
#3 Add a shift: Use this button to add any additional shifts that may be required for this day.
#4 Zoom tools: These tools will allow you to expand or condense the time periods for each department. You will use this to examine your staffing levels which are based on your staffing guides setup. We will take a closer look at this functionality below (Examining your staffing levels).
#5 Edit shift: Click on the center of any shift to expand the edit box. You can add or remove a badge, add or remove a break, add a shift note or delete the shift. (We will discuss the ‘Count towards staffing levels’ checkbox below).
#6 Confirm or clear floorplan: Once you are satisfied with the shifts for this day, click on the ‘Confirm Floor Plan’ button to confirm and move on to the next day. If you need to start over, click on the ‘Clear Floor Plan’ button. If you choose to clear the floor plan, you'll see a confirmation to commit this action. Once confirmed, you can import another base floor plan for the day.
Staffing Guides - Examining your staffing levels
A daily view of a floor plan is where you can compare your actual staffing levels (shifts) with your required staffing levels (staffing guide setup). If you skipped this section in setup or you would like to review it now, click HERE to open our staffing guides setup article for more details. Please note: It may take a bit of time to fully understand this section. It requires good understanding of the forecasting process and appropriate settings in the staffing guides section to meet your restaurant's level of service. You can still skip this area until you have a good understanding of Ameego and have read all the pertinent knowledge base articles.
Before we begin to analyze your staffing levels, click the zoom tool twice to expand the data shown to 4 segments per hour (15 minute increments). You can use the left & right arrows to move to the time periods you want to examine.
Actual staff count / Required staff count
Compare the actual staff count (scheduled) to the required staff count in 15 minute time periods. These figures are based on your sales forecast, using the settings you created for each department in the staffing guides section. If you make any adjustments to the shifts (adjust the start or end times), the actual staff count will change accordingly. The goal is to have the actual and required numbers match as much as possible.
In this example the metric we set up for the server department is ‘Total Guests’. Lets review the data shown between 4 and 5 pm.
We have used the zoom tool to expand each hour to 15 minute increments. The screenshot above highlights the time period of 4:15 to 4:30. We have 2 server shifts scheduled (actual staff count) and the staffing guides show that we require 2 servers for 11 total guests (required staff count) in this time period. Perfect!
The next time period of 4:30 - 4:45 shows that we have 3 server shifts scheduled, but only require 2. The same results are shown for 4:45 to 5:00. Could we adjust the 4:30 server to start at 5:00?
The number below the 'actual staff count / required staff count' is the forecast for the metric chosen in the staffing guide set up for this department. In this example, we chose the metric of total guests and the forecast for this metric is displayed in each 15 minute time increment.
Watch the demonstration below that demonstrates how we can make an adjustment to a server shift to bring the 4:30 and 4:45 time periods in line to match the required shifts.
Count towards staffing level setting
If you have a shift that you do not want to count towards the ‘Actual Shift Count’ then uncheck the ‘Count toward staffing levels' section in the edit shift box. This is a good option for a shift that is required for future sales like prep or production.
This shift will display with diagonal stripes to indicate this setting.
Confirming the Floor Plan
Once you have reviewed and made any necessary changes for the day, you can click on the ‘Confirm Floor Plan’ button to save the day's shifts and move on to the next day. Don’t worry, you can come back to this day anytime and make any changes necessary.
When all the days of the week display ‘Confirmed’ you are now ready to move on to ‘Manage Schedule’ and assign those shifts to your employees. We will cover everything you need to know about this in our final section of this guide. Use the link below to move onto the next step.