AI Employee Scheduling
Software Features

Build a whole week’s schedule from one sentence. Seconds, not hours.

Just tell the Copilot what you want — like “Build next week at Riverside Kitchen using fair rotation” — and it fills every open shift for you.

Say “fair rotation” and it automatically spreads the hours evenly across your team, or “max” to give more hours to the people who want them.

Need one shift on the calendar? Just say it.

“Add a shift Friday, 11 AM to 7 PM, at Lakeside.” Done. No forms. No dropdowns. No clicking around a calendar grid. The Copilot reads the date, the time, and the place right from your words and drops the shift where it goes.

Some shifts repeat over and over. Set them up once.

Tell the Copilot the pattern and it builds every single one: “Every Tuesday and Thursday at the Airport Gate, 6 AM to noon, every week, for 90 days.” It figures out every date that matches and drops them all on your calendar at once.

Already know who you want? Name them while you build it.

“Create a shift Saturday, 10 AM to 3 PM, and put Marcus on it.” The shift is built and Marcus is already on it — no second step. You can name more than one person, too.

Got a shift that still needs a person? Just say who.

“Put Priya on Thursday’s 4 PM to 8 PM at Northgate.” She’s added — no scrolling the calendar, no clicking into the shift.

Most apps make you set everything up before you can start. XShift just talks to you.

The minute you sign up, the Copilot walks you through the whole thing one simple question at a time — building everything for you as you answer, then making your very first schedule.

Got your team in a spreadsheet? Bring them all in together.

1. 1Paste the list right into the chat, or upload a CSV file.
2. 2Drop in their names and emails and what they do — or honestly, just first names if that’s all you’ve got handy.
3. 3See a clean preview of every person.
4. 4Hit approve. Your whole team is in, with a progress bar ticking through, in under a minute.

Need to reach someone? Tell the Copilot the gist — it writes it for you.

“Shoot Diego a quick note thanking him for covering last weekend.” It turns that into a warm, clear message and sends it right to him in the app — you never open a separate messages screen or hunt for his name.

Want to say it word for word yourself? You can do that too.

Something everyone needs to know? Say it once.

“Announce that we’re closing early on New Year’s Eve.” The Copilot writes it up and posts it to your whole company. Every employee sees it on their dashboard the second they log in — and gets an email too, if they’ve turned those on.

Built the perfect holiday week once? Never build it again.

1. 1“Save Thanksgiving week as my Busy Week template.” It grabs every shift in that stretch — the days, the times, the head counts.
2. 2When the next big stretch comes: “Drop the Busy Week template on Labor Day weekend.”
3. 3All those shifts rebuild themselves on the new dates in seconds.

Got a question about your people? Just ask it.

Ask things like “Who never misses a shift?”, “Which days are we thin on staff this month?”, or “Who’s logged the fewest hours lately?” — and it answers in plain English. No report to build, no chart to read.

It already knows the numbers. From the last 30 days, it tracks who shows up on time, who clocks in for the shifts they’re given, how hours are spread out, and which shifts are still short.

Settings menus waste your time. Skip them — just say what you want.

Just tell the Copilot what you want changed — “Set shift trades to smart approval,” “Let employees log breaks,” “Require my sign-off before any schedule goes live” — and it finds the right setting and flips it on or off on the spot. No digging through tabs.

It handles the bigger stuff too, like which places a manager is allowed to run and what they’re allowed to do.

Hands full? Just talk.

Tap the mic and say what you need — “Fill every open shift at the Warehouse for next week” — and your words turn into a request the Copilot acts on, same as if you typed it.

And it’s not just for scheduling. Every single thing the Copilot can do, you can do by voice: build schedules, add shifts, message people, ask questions.

Write a rule the way you’d say it out loud. Autopilot follows it from then on — by itself, every time.

1. 1Click Custom Rules.
2. 2Click Add a Rule.
3. 3Type the rule in plain words — like “Tom works no more than 20 hours a week.”
4. 4Hit Check It. Autopilot reads it and makes sure it can really enforce it.
5. 5If it can, the rule turns on. That’s it — you never think about it again.

Someone calls out. Autopilot fills the shift for you — no phone calls.

Normally a call-out means you stop everything and work the phones. With Autopilot on, the moment a shift opens up, it goes to work instead. You set one simple cutoff — say 5 days — and it knows exactly what to do.

1. 1More than 5 days away? There’s time to plan, so it picks the best-qualified person and assigns them. Done — you don’t lift a finger.
2. 2Less than 5 days away? It sends an in-app message to everyone who qualifies. Whoever taps “I’ll take it” first gets the shift.
3. 3Want the whole team to get first crack? Add a rule like “always offer open shifts to everyone qualified” — and Autopilot skips straight to messaging the entire qualified group, so the first to tap “I’ll take it” wins.

Stay in the loop, or don’t — you choose. Let Autopilot handle it quietly and just drop a note in your notifications when it’s covered, or have it ping you and your managers every time. And if no one can cover, you get an email right away, so it never slips through.

Overtime sneaks up on you. This catches it before payroll does.

1. 1It looks across your whole team.
2. 2It adds up everyone’s hours for the week.
3. 3It pulls out anyone who’s over your limit — or about to be.

Then it hands you a simple choice: approve the swap, or skip it.

Set a spending limit. Autopilot won’t let the schedule go over it.

Pick a cap for a day, a week, or a whole location — like “Keep Riverside Kitchen under $600 of labor on Friday nights.” Before it puts anyone on a shift, it adds up what the schedule will cost — overtime included — and checks it against your cap. If the next person would push you over, it holds them back instead of quietly blowing the budget.

Stop being the bottleneck on time-off. Let your rules clear it.

Write your rules in plain words and Autopilot applies them the moment an employee hits submit. The yes or no happens right away, the employee gets told instantly, and every decision is stamped with which rule made it and why — so it’s never a mystery.

Got rules that bump into each other? You can rank them so the right one always wins — see “Put your rules in order” below.

Got two people who shouldn’t work together? Tell Autopilot once.

“Never put Lena and Wes on the same shift.” From then on, it simply won’t. When it builds a schedule, fills a call-out, or you add someone by hand, it checks first. If putting Lena on a shift would land her next to Wes, it picks someone else instead.

Two rules clash? You decide which one wins — just by ranking them.

Say “auto-approve a month’s notice” and “auto-deny during inventory week” both want to fire on a request for a day inside inventory week, asked for weeks ahead. Which wins? You decide. Drag your rules into the order you want, and Autopilot reads them top to bottom — the highest one wins, every time. Rule one beats rule two, rule two beats rule three.

Sometimes it’s not the hours — it’s how many shifts someone’s on the hook for.

Set the cap in plain words: “No one works more than 4 shifts a week.” Autopilot counts each person’s shifts for the week and won’t give them a fifth — not when it builds the schedule, fills a call-out, or you add them by hand.

Back-to-back shifts wear people out. Make sure everyone gets real rest.

Autopilot works out the gap for each person before it places them. If a shift would leave someone short on rest, it won’t put them there — it finds someone properly rested instead.

Too many hours means overtime, burnout, and people quitting. Set a limit and Autopilot holds it.

It checks the hours first whether it’s building the schedule, covering a call-out, or you’re assigning by hand.