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Special Tricks

Overview

The Special Tricks module adds extra features to help administrators handle specific scheduling needs.

Unlike the Control Center, which sets how the AI makes decisions, these features are optional and can be turned on or off depending on each center’s needs.

Each feature adds extra rules that Smart Plan AI considers along with the Control Center settings when creating employee shift plans.

The module currently consists of the following features:

  1. Women's Section Guarantee

  2. Commuter Logic

  3. Mentor Mode

  4. Smart Emergency Replacement

1. Women's Section Guarantee

The Women’s Section Guarantee is intended to be an AI scheduling preference, rather than a strict guarantee.

Area Requirement
Purpose Aim to assign at least one female trainer to every shift.
Eligible staff Applies only to users with Employment Type = Trainer.
Priority Admin uses a slider to set how important this preference is relative to other scheduling settings.
Scheduling behaviour AI should fulfil this preference as far as possible while considering the other scheduling requirements. Even 100% priority does not guarantee coverage.
Insufficient availability AI can still generate the schedule when female trainer coverage cannot be fulfilled.
UI guidance Add a “Trainers only” label so Admin understands the scope.

2. Commuter Logic

The Commuter Logic feature considers employees’ commuting distances to create more practical schedules and reduce unnecessary travel. It applies to all employment types.

When enabled, Smart Plan AI checks the employee’s commuting distance to the location where they will work. For employees with longer commutes, AI avoids short or partial shifts whenever possible and recommends more suitable shift durations.

2.1 Data Source

Administrators manually enter a Distance to Work (KM) value for each assigned location under Employee Master Data > Location. This is the distance from the employee’s home to that specific work location.

Employee location and commute settings.jpg

Future Enhancement: Automatic distance calculation using home and work addresses may be added later. It is not required for the initial implementation.

3. Mentor Mode

- TBD - 

4. Smart Emergency Replacement

The Smart Emergency Replacement feature helps administrators quickly identify a suitable replacement when an employee is unexpectedly absent, such as due to sick leave.

Unlike the regular Smart Plan AI planning cycle, this feature is triggered immediately after an employee absence is recorded in Jeydoo.

4.1 Purpose

The purpose of this feature is to:

  • Respond quickly to unexpected employee absences.

  • Reduce the manual effort required to find a replacement.

  • Recommend the most suitable replacement based on the active Smart Plan AI configuration.

4.2 Trigger

This feature is triggered when an employee absence is recorded in Jeydoo, such as through the Manual Times module or another supported absence workflow.

4.3 Business Logic

When Smart Emergency Replacement is triggered, Smart Plan AI will:

  1. Identify the affected shift.

  2. Evaluate eligible replacement employees using the active Smart Plan AI configuration.

  3. Recommend the most suitable replacement together with a brief explanation of the recommendation.

For example:

Employee B is recommended because they have available working hours, are qualified for the shift and are assigned to the same location.

The administrator reviews the recommendation and decides whether to proceed with the replacement.

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