This guide provides Hub Managers (HMs) with essential information on how to effectively utilize base schedules and pre-assignments to increase the number of worked hours of low-Cost Per Hour (CPH, meaning their hourly rate) employees. By following this guide, HMs will be able to reduce overall CPH, streamline the scheduling process, and improve the commitment and regularity of low-CPH employees.
This guide covers:
The goals of this process
The definition of base schedules and pre-assignments
How to create base schedules and pre-assignments
Best practices for shift scheduling while onboarding low-CPH employees
Best practices for recommended shifts
Color scheme of the recommended shifts
Primary goals of this process
The primary goal of this process is to reduce CPH by:
Increasing the flexibility for HMs to create base schedules.
Reducing time spent on shift assignments.
Enhancing the commitment and regularity of low-CPH employees through recurring and pre-assigned shifts.
And to increase the following metrics:
% punched hours by 9-15€ CPH Riders.
% of base schedule shifts punched by 9-15€ CPH Riders.
What are base schedules and pre-assignments?
Base schedules are shifts created manually by the HMs before the auto-schedule (script that creates the shifts in Quinyx every Tuesday according to the order forecast) runs. These shifts are only for low-CPH employees and are used to accommodate their availability, given that they often have restrictions, such as school hours and not being able to work past 23:00. By creating shifts that take this into account, we make it easier for these employees to access the shifts.
Pre-assignments are shifts in the base schedule that are assigned to specific low-CPH employees. In order to do pre-assignments, the HM must first understand the needs of the low-CPH employee and assign them shifts on the base schedule according to their needs.
This feature is used ideally for recurring shifts happening during more extended periods of time, depending on the needs of the employee.
Once the employee is pre-assigned to a shift, they don't need to provide their availability in Quinyx for that shift - it’s automatically scheduled and assigned to them before auto-assign runs.
Both of these features are managed using the process outlined in the dropdown below.
How to create base schedules and pre-assignments
Access the base schedule and pre-assignment sheet.
Go to your hub's tab. To create a shift, select the start and end times available in the dropdowns.
We recommend you to create shifts Monday to Friday. For the weekend, only create shifts if you can pre-assign them.
For shifts from Monday to Friday, follow the recommended number of shifts designed for post-school hours that end before 23:00. The recommended shifts are the ideal number of shifts that we can fill with low-CPH employees. You can see them in the field Recommended shifts.
Pre-assign the shifts.
To assign specific employees to shifts, select their Quinyx ID in the dropdown. The dropdown limits pre-assignments to 9-15€ CPH Riders.
You can assign employees from different hubs, not just home hubs.
Important:
The deadline to create the base schedules and pre-assignments is Mondays 15:00.
The schedules are released every Monday between 15:00-17:00 for the following week. For example, on Monday CW24, you create the base schedules and assign shifts for CW25.
Changes made to the base schedules will be considered for the subsequent week, which is crucial for onboarding new Riders.
Note:
This process creates a recurring schedule set for a more extended period of time. The schedule only changes if the HM actively updates it. If there's no updates, the information stated in the sheet is considered as is for the next shift creation in Quinyx.
The initial setup includes a default set of shifts, which can be adjusted to better fit the specific workforce and hub requirements.
To-do's when onboarding low-CPH employees
In order to optimize base schedule creation for low-CPH employees, it's important to understand their availability already when onboarding them. As such, we recommend doing the following during the onboarding:
Determine the low-CPH employee's availability.
Discuss and establish the ongoing availability of new low-CPH employees.
Create recurring shifts via pre-assignment based on their school timetable and other commitments.
Adjust the shift times.
Use the drop-downs for the timeframes in the sheet to meet the needs of both the employee and the hub.
This approach promotes early and continued engagement with Flink, ensuring that low-CPH employees have a fixed schedule they can commit to, reducing the need for them to actively provide availability.
Best practices for recommended shifts
When creating a base schedule, you must always keep in mind the recommended shifts in the sheet. To optimize its creation, we recommend you to follow these practices:
Weekday shifts (Monday - Friday):
Follow the recommended number of shifts based on the forecasted need for Riders between 18:00-23:00.
If you have the possibility to pre-assign them during day time, you may also do that.
Weekend shifts (Saturday and Sunday):
Only create base schedule shifts if you can pre-assign them to low-CPH employees. As these shifts are recurrent, you must ensure they can fulfill them.
Avoid creating unassigned base schedules, as weekend shifts don't generally face the same restrictions as weekdays (for example, school hours).
Color scheme of recommended shifts
The recommended shifts in our base schedule and pre-assignment sheet are coded with colors. The colors mean the following:
Not enough: you haven’t reached the recommended number of shifts.
Correct: you’ve created the correct number of shifts.
Too many: you’ve created too many shifts, risking oversupply.
Support
For any questions, remarks, or issues with this process, reach out to Wisse van Mosel.
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