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Quinyx is the Workforce management (WFM) system we use in every market to manage our Hub employees schedules. Each Hub has its own space with its employees assigned and you as manager have access to view and make necessary adjustments to the scheduling (Guidelines for this are given further in this section).
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Important tasks to be done regularly
Always make sure that the personal data of the employees is up-to-date. For example, if you an employee no longer working with us is still online, wrong contract and personal information, among other outdated, wrong or missing information, report it to People Ops. This is fundamental to make the scheduling work correctly.
Schedules tab
Shift types
General information
Riders and Ops Associates are scheduled regularly automatically. Shift leads and Ops Associate+ are scheduled manually by the Hub Managers. The Hub Managers must make sure all the shifts are assigned, and if they notice that some are missing or haven't been assigned correctly, they can assign them manually.
Important:
Please note that every Shift Lead’s shift in Quinyx needs to be planned and punched in. The reasons are:
Transparent overview of who is responsible when in the hub and especially of who is present.
Clean documentation of the shifts to keep track of who is working in which Hub, so we can control core workflows and ensure good quality.
Note:
In each shift, you can click to see complete information regarding the person who is taking the shift, the beginning and start of the shift and the type of shift it is.
Fire safety assistant training scheduling hourly paid workers (OPS+)
To ensure proper payment for training time, shifts must be created for Rider, OA and OA+.
Please use the shift type "Special task" for this purpose;
Add the comment "Training" for each shift.
Internal cleaning shift
The internal cleaning shift is dedicated to cleaning processes that are mandatory to keep the hub operations safe. This shift is solely dedicated to cleaning tasks, which are outlined in a weekly task sheet provided to the team. Key tasks during this shift include:
Cleaning fridges
Swapping out bakery crates
Cleaning the employee kitchen
Other tasks.
Each week, one specific cleaning task will be prioritized.
The shift occurs once a week for 4 hours, scheduled during periods of low operational demand. It is important that this shift is only used for the assigned cleaning tasks and must not overlap with other activities, such as picking or inbounding.
You will receive an extra 4-hour time allocation each week for this cleaning shift, which will count towards your hub staff UTR. It should be incorporated into the base schedule, or added to the planning if no base schedule exists.
Please note that while the cleaning shift is included in the hub staff contingent, it will not be created centrally. Be sure to assign a reliable Ops Associate (OA) to oversee this shift. This time must remain purely dedicated to cleaning and cannot be repurposed for other tasks.
Other
Filters
On the top, right-hand corner, you can use the filter button to customise your view in the schedule. You have options for filtering for employees, employee type (FT, PT, etc), shift types, absences, etc.
Important:
Please be aware that, by default, the filters work on an “OR” logic, so in case you want simultaneous filters, change the logic to “AND” in the gear button ⚙️. This means that, if you need to see only one certain type of shift, you need to pick the option "OR". If you want to see several, you need to adjust to "AND".
Availability and absences
Availability: Availability is the functionality in Quinyx through which the employees submit the days and times they are available to work. It is imperative to push employees to submit their availability, since the system’s Auto-assign function will only give out and match shifts if this has been provided. The “Availability” function is visible in the schedule in light green color, similar to a shift box.
Absences: Absences are processed by Workforce Support and requested by employees via the Quinyx app. There is no action required from your side, because when they are requested and approved, they will become visible in the schedule.
Important definitions:
Red means “not approved”/ black means “approved”. The most common absences that will be seen here are Vacation and Sick leave
Punches and Auto-assign
Punches: every employee needs to punch in and out of their shift. They must also punch out when taking a break and punch back in once the break is done (however, only in shifts that are over 6 hours).This is done via the web application in this link, where the Hub account log in as Managers to enable the punching in and out. The punches will then be visible in the schedule, where you can use them to monitor whether the person made their punches or not. For more about Punch online, check this page.
Auto-assign: the auto-assign is the functionality that Quinyx has to automatically give open shifts to employees. This is supposed to be run by Hub Managers to give shifts to Riders and Ops Associates (picking) (currently they are the only ones configured in this feature). This can be found on the schedule tab. The Auto-assign feature will give shifts to employees according to their availability, contract type and number of signed-in hours per week.
Analytics
Analytics/charts: this functionality allows you to see the Hub employees, the forecasted headcount required for both hub staff and Riders, and the staff that was already scheduled in, in order to control the staffing levels (i.e. under and over-staffing levels). Bare in mind, the scheduled hours variable is directly affected by the filters from your filtered view. This means that, for example, if you filter for Rider shifts, you’ll only see the scheduled hours for Riders.
For Riders, use the option Riders needed, and for the hub staff, use Hub staff contingent.
Note:
The analytics is seen in the "Schedules" tab. On the top-right of the schedules, you can click on the analytics button in grey. The boards which will appear at the bottom of the schedules tab (see picture above).
People and Skills tab
People tab
In this section, you can see different details from employees, as well as being able to check their employment status and contract type. You are not allowed to make any changes to their information due to the system and legal compliance, so in case of discrepancies or you need further support, please reach out to your ROM or People Operations, since they can help with your inquiries.
Skills
The “skill” is what enables an employee to work a particular shift. The skill corresponds directly to their role, i.e., a Rider has a Rider skill and therefore can only do Rider shifts. You are also able to filter by skills and see all the employees that have that skill.
Quinyx support
Rider and Ops Associate scheduling process
ROMs run auto-schedule on Wednesday
Schedules are published by HMs on Wednesday
Shift Lead Scheduling Process
Hub Managers need to manually staff their Shift Leads according to the gap between the scheduled Ops Associates and the Hub staff contingent. In general, this means that, for every hour in the hub, there needs to be a Shift Lead present.
Issue resolution depending on nature of the issue and access rights
Hub Managers: assign schedules and schedule Shift Leads/ Ops Associate +
People Team: adjust absences and employee data
Central Ops Team: adjust settings and configurations
Anything website-related that cannot be solved by any of these teams should be discussed with Quinyx itself.
Restrictions
Hub Managers should not make any edits to the schedules created by the central team using auto-schedule.
Hub Managers should use auto-assign for the assignment of shifts to guarantee that diligent employees who submit availability are prioritized as well.
If an employee does not show up, the shift should not be deleted nor reassigned.
All employees have flexibility in scheduling. Every few weeks, a questionnaire is send out where they give their maximum availability to work. That info then goes into auto-assign so they can be assigned their desired hours.
FAQ
Error messages Sorry! We have been unable to log you in/invalid badge number/agreement required
If an employee is unable to punch in (invalid badge number/agreement required errors) or log in to Quinyx (Sorry! We have been unable to log you in error), this could be due to their account being paused (meaning that documents are missing) or their agreement (contract) having expired.
How to find employees with expired agreements:
On Quinyx, go to the Display menu, and select Inactive people and Show expired agreements. You must make this selection, otherwise they won’t be shown to you.
On the People list, you’ll find the employees divided by status, combined with other information such as their badge number:
When you click on the employee, you’ll also be able to see their status together with other information:
If you urgently need to activate these employees, escalate it to People Services via the escalation form.
How to find paused employees:
Check the employee’s Quinyx status and the cluster sheets.
On the employee’s profile, under Advanced details, you can also find the reason for the pause.
Important:
Please note the process for pausing employees with expiring work permits in the cluster sheets.
Employees are automatically paused at 2 AM on the day their permit expires if no updated documents have been provided.
Currently, it takes the People Services team approximately 78 hours to review updated documents. Therefore, if documents are submitted late on the expiration date (for example, during the night), there is a high chance they will be paused.
The People Services team reviews paused employees daily.
If you urgently need to unpause an employee, escalate it to People Services via the escalation form.
Why is this tool important?
So all the schedules can be planned out in an efficient manner
So the scheduling runs smoothly and in an orderly manner
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