AI planning
Definition
AI scheduling is an advanced feature of Yoplanning that allows you to create and manage potentially saleable sessions at defined times and rates, indicating the staff members likely to supervise each activity. This feature uses algorithms to calculate session availability in real time based on staff availability, making certain activities unsaleable online if the necessary staff is no longer available. This optimizes resource utilization and facilitates activity management, ensuring that each open activity is automatically assigned to available staff, thus improving operational efficiency.
Example
To illustrate the use of AI scheduling, let's imagine you manage a leisure center offering three different activities: Woodland Walk, River Walk, and Power Walk, each requiring specific supervision. If your team includes a single instructor skilled at supervising these three activities, Yoplanning's AI scheduling allows you to schedule these sessions in advance. As soon as an activity is booked, it is automatically assigned to the available instructor, and the other two become unavailable for online sale, ensuring efficient resource management.
How to set it up
Yoplanning allows you to manage your "Potential Staff" through two distinct approaches: through product configuration or from the staff list. This flexibility allows you to adapt the configuration to your needs.
1. Product settings
When you edit a product, a section called "Potential Staff" is available. In this section, you can designate staff members who are potentially suitable for managing the activity in question.
Recommended Use: This method is especially useful when creating or editing a product. You can quickly select all the staff members who may be involved.
Best Practices: The number of simultaneous sessions of an activity you can sell depends directly on the number of designated staff members. Configure this section carefully to optimize your human resources, maximize sales opportunities, and increase the flexibility of your schedule.
2. Configuration from the staff list
From the staff list, you can assign each member all the products they are likely to work on. This feature is particularly useful for adjusting or expanding the responsibilities of an existing staff member.
Recommended Use: Ideal when onboarding a new staff member or wanting to assign a set of products at once.
Best Practices: Configure this section to simplify management and ensure accurate matching between staff skills and product needs.
Choosing the right method
If your goal is to add a new staff to several products, favor the configuration via the staff list.
If you are setting up a new product, opt for configuration via the "Potential Staff" section of the product.
See you in the AI schedule.
The AI Scheduler is primarily an initial setup tool, designed for pre-defining sessions but not intended for daily use throughout the season. To access the AI Scheduler, click the settings button in the top right corner of your screen and then select "AI" as the schedule type. It is important to note that if this option appears gray and unselectable, it means you have not yet assigned any potential staff in your product settings. This step is crucial for the activation and effective use of the AI Scheduler.
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