Employee Set Schedules

What’s covered in this article

• What are set schedules? 
  • Why set schedules matter
• How to access set schedules 
• Setting up a set schedule 
• What set schedules do (and don't do) 
• ✨ Thea can create set schedules
  • A few things to know

What are set schedules?

Set schedules let you define recurring shift patterns for individual employees — so instead of building the same shifts week after week, you set the pattern once and the system keeps it on file.

Set schedules are different from Schedule Templates, which are used to manage shift patterns across your entire schedule. A set schedule is specific to one employee.

Why set schedules matter

The data you enter in set schedules helps train Residex's automated scheduling AI models. By defining an employee's recurring pattern, you're giving the system higher-quality information to work with when generating future schedules. The more accurate your set schedules, the better your automated schedules will be.

You cannot manually apply set schedules at this time. Only Thea can apply.

How to access set schedules

There are two ways to open the set schedule dialog:

From the Schedule tab:

• On desktop: Hover over the employee’s block in the calendar to show the three-dots/kebab icon, which will open the options menu. Then, select to add or edit the employee’s set schedule.

• On mobile: Same as above, except the options menu icon will show by default; no hover needed.

From the People tab:

• Navigate to an employee's profile. You can either click to jump to the read-only Set Schedule section, or scroll down. If a set schedule exists, this section shows the set schedule type and a preview. To add or edit, click Manage employee in the top-right corner of the profile and select the set schedule option in the dropdown menu.

Setting up a set schedule

In the set schedule dialog, you'll choose a recurrence pattern:

• Weekly: Same days each week

• Biweekly: Alternating 2-week pattern

• Rotation: Repeating cycle, like a 4-2

For each day, you’ll add shifts and select a position, shift time, color, and shift labels. You may add more than one shift — for example, for employees who regularly work doubles.

The preview on the left shows an at-a-glance view of what you've set up. Note: These preview shifts are not actually added to the schedule. Think of the preview like an abstract template, separate from the schedule until they are applied (which, for now, is done only by Thea).

Use the copy icon to duplicate a day's shifts to another day, or the trash icon to remove a day and all its shifts. You can also use Quick Setup > Copy from another employee to start from an existing template and adjust from there.

What set schedules do (and don't do)

A set schedule defines an employee's intended recurring pattern, but it doesn't directly create shifts on your published schedule. Right now, set schedules are used to capture and store your scheduling intent — the data powers Thea’s automated scheduling powers behind the scenes.

You can add, edit, or delete set schedules at any time without affecting shifts that have already been published.

✨ Thea can create set schedules

Thea, Residex's AI assistant, reviews recent shift history and creates set schedules for employees. Look for the ✨ sparkle icon to see which set schedules Thea created.

Thea spots patterns in the shifts you've already been assigning and prefills the set schedule so you don't have to enter them manually. You can accept the set schedule Thea created as-is, adjust individual days, or clear it out and start from scratch.

A few things to know

• Thea only creates set schedules for employees who don't have one yet. If you've already created or edited a set schedule (including one copied from another employee), Thea won't overwrite your work.

• Thea will create better set schedules for employees with a consistent recent shift history.

If you have any questions about set schedules or Thea, please reach out to support@residex.ai.