What is AI Scheduling?

AI Scheduling is a powerful feature that uses artificial intelligence to generate optimal schedules from natural language descriptions. Instead of manually selecting dates, times, and employees, you can simply describe what you need, and AI will create the perfect schedule for you.

The AI analyzes employee availability, skills, client preferences, historical patterns, and business rules to create schedules that maximize efficiency and minimize conflicts.

Getting Started with AI Scheduling

Prerequisites

Before using AI Scheduling, ensure that:

• Your AI features are enabled in your plan
• You have employees set up with their availability and skills
• You have services configured (if scheduling service appointments)
• Clients are added to your system (if scheduling client appointments)

How to Use AI Scheduling

1. Access AI Schedule Generator

You can access AI Scheduling when creating a new appointment or schedule. Look for the AI Scheduling button or option in your calendar or scheduling interface.

2. Describe Your Schedule in Natural Language

In the AI Scheduling dialog, enter a description of what you need. You can be as detailed or as simple as you like. Examples:

• "Schedule a 2-hour service appointment for John Smith next Tuesday afternoon"
• "Book a consultation with Sarah Johnson tomorrow at 3 PM"
• "Create a weekly recurring appointment for maintenance service every Monday at 9 AM"
• "Schedule a team meeting for all available employees this Friday from 2-4 PM"

3. AI Analyzes and Generates Schedule

The AI will analyze your request and consider:

• Employee availability at the requested time
• Employee skills and qualifications for the service
• Client preferences and history
• Existing appointments and conflicts
• Time-off requests and availability settings
• Workload balance across employees

4. Review the Generated Schedule

The AI will present you with a generated schedule showing:

• Selected employee (if applicable)
• Date and time
• Service details
• Client information
• Any warnings or conflicts detected

5. Use or Modify the Schedule

You can:

• Use This Schedule: Accept the AI-generated schedule and create it immediately
• Edit Before Creating: Modify any details before finalizing
• Generate Again: Ask the AI to try a different approach if needed

Tips for Best Results

• Be specific: Include dates, times, and any preferences when possible
• Mention constraints: If you have specific requirements (e.g., "only morning appointments"), include them
• Reference existing data: You can mention client names, service types, or employee names
• Review conflicts: Always check for any warnings about scheduling conflicts
• Keep employee data updated: Ensure employee availability and skills are current for better AI recommendations

Understanding AI Schedule Warnings

The AI may show warnings if it detects potential issues:

• Conflicts: The suggested time may conflict with existing appointments
• Availability: The employee may not be available at the suggested time
• Skills: The employee may not have the required skills for the service
• Preferences: The schedule may not match client or employee preferences

Review these warnings carefully and adjust as needed before creating the schedule.

Limitations

While AI Scheduling is powerful, keep in mind:

• AI suggestions are based on available data - ensure your employee and client information is up to date
• Complex scheduling scenarios may require manual review
• AI cannot override hard constraints like time-off requests or unavailable employees
• Always review generated schedules before finalizing, especially for important appointments