Automatically fill open shifts with qualified staff.

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What Is Auto-Assignment?

System automatically matches unassigned appointments with available staff based on:

• Specialities (service qualifications)
• Availability (working hours)
• Conflicts (no double-booking)
• Preferences (client preferences, proximity)

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When to Use Auto-Assignment

Scenario	Benefit
Many open shifts	Bulk fill quickly
Building new week	Start with suggestions
Last-minute coverage	Find match fast
Balance workloads	Distribute evenly

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Running Auto-Assignment

Step 1: Select Appointments

1. Go to Schedule → Unassigned
2. Select appointments to fill
3. Or select all: Select All

Step 2: Run Auto-Assign

1. Click Auto-Assign
2. System analyzes matches
3. Shows proposed assignments

Step 3: Review Results

For each appointment, see:

• Suggested staff member
• Match score (quality of fit)
• Potential conflicts

Step 4: Apply

• Accept All — Apply all suggestions
• Accept Selected — Apply only some
• Reject — Don't use suggestion

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How Matching Works

Priority Order

1. Speciality Match — Staff can provide service type
2. No Conflicts — Staff is free at that time
3. Working Hours — Within staff schedule
4. Client Preference — Preferred caregiver
5. Workload Balance — Staff not overbooked

Match Score

Score	Meaning
🟢 95-100%	Excellent match
🟡 70-94%	Good match
🟠 50-69%	Acceptable match
🔴 Below 50%	Poor match (review)

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Auto-Assignment Settings

Configure how matching works:

Accessing Settings

1. Go to Settings → Scheduling
2. Find Auto-Assignment

Options

Setting	Description	Default
Enable auto-assign	Master switch	On
Respect preferences	Honor client preferences	On
Balance workloads	Distribute evenly	On
Max hours per day	Per-staff limit	8
Max hours per week	Per-staff limit	40
Include travel time	Factor in travel	Off

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Preferences Impact

Client Preferences

• Preferred staff — Ranked higher
• Restricted staff — Excluded
• Gender preference — Filters matches

Staff Preferences

• Preferred clients — Ranked higher
• Location preference — Closer matches first

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Reviewing Suggestions

Before accepting, review each suggestion:

Good Indicators

✓ High match score ✓ Staff has availability ✓ Within working hours ✓ Client preferences matched

Warning Signs

⚠️ Low match score ⚠️ Near daily/weekly limit ⚠️ First time with this client ⚠️ Long travel distance

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Handling Poor Matches

When no good match exists:

Options

Choice	When
Accept anyway	Staffing is critical
Assign manually	You know better match
Leave unassigned	Send cover request instead
Cancel appointment	No viable options

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Auto-Assign Modes

Suggestions Only

Default mode:

• System suggests matches
• You review and approve
• Nothing assigned without confirmation

Full Auto (Advanced)

When enabled:

• System assigns automatically
• You receive notification
• Review after the fact

Caution: Full auto requires careful configuration.

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Scheduling New Weeks

Use auto-assign when building schedules:

Workflow

1. Create draft appointments for week
2. Leave staff unassigned
3. Run Auto-Assign on all drafts
4. Review and adjust suggestions
5. Publish completed schedule

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Performance Tips

Improve Match Quality

• Keep working hours updated
• Maintain accurate specialities
• Set client preferences
• Update availability regularly

Faster Processing

• Assign in batches
• Use filters to focus
• Clear old unassigned appointments

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Tips

• Review before accepting — Suggestions aren't perfect
• Balance manually too — Check overall workloads
• Update data regularly — Better data = better matches
• Start with suggestions — Faster than manual

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Troubleshooting

No suggestions showing

• No staff with matching skills
• All staff busy at that time
• Check speciality assignments

Poor match scores

• Review staff preferences
• Check working hours accuracy
• Verify specialities current

Same staff always suggested

• Other staff may lack specialities
• Workload balancing may be off
• Check availability settings

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Related Articles

• Unassigned Appointments — View open shifts
• Managing Working Hours — Affects matching
• Client Preferences — Set preferences