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Special Tricks

Overview

The Special Tips for Your Everyday LifeTricks module adds extra AI 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 helpsconsiders Smartemployees’ Plancommuting AIdistances to create more practical shift schedules by considering an employee's commuting distance.

When enabled, the AI avoids assigning inefficient short or partial shifts to employees with longer commuting distances and insteadreduce recommendsunnecessary moretravel. suitable shift durations.

This featureIt applies to all employment types.

When

2.1enabled, Purpose

Smart

ThePlan purposeAI ofchecks thisthe featureemployee’s iscommuting to:

distance
    to
  • the

    Reducelocation inefficientwhere they will work. For employees with longer commutes, AI avoids short or partial shifts forwhenever employeespossible withand longrecommends commutes.more suitable shift durations.

  • Minimise unnecessary travel.

  • Improve overall scheduling efficiency.

2.21 Data Source

CommutingAdministrators distancemanually is maintained in the Employee Master Data > Location

For each assigned location, the administrator maintainsenter a Distance to Work (KM) value.value for each assigned location under Employee Master Data > Location. This representsis the employee's commuting distance from theirthe employee’s home to that specific work location.

This allows Smart Plan AI to evaluate the commuting distance based on the location where the employee is scheduled to work.

Screenshot 2026-06-30 at 3.11.47 PM.pngEmployee location and commute settings.jpg

Future Enhancement:
 Automatic distance calculation based on the employee'susing home address and assigned work locationaddresses may be introducedadded inlater. a future release butIt is not required for the initial implementation.

2.3 Business Logic

When Commuter Logic is enabled, Smart Plan AI will:

  1. Retrieve the employee's Distance to Work (KM) from the Employee Master Data.

  2. Consider the employee's commuting distance when evaluating shift assignments.

  3. Avoid assigning short or partial shifts to employees with longer commuting distances whenever possible.

Remark： 

For the initial implementation, the Distance to Work (KM) is maintained manually by the administrator.

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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