Overview
Locations that use Labor Optimization (formerly Activity-Based Forecasting) can generate labor recommendations based on forecasted sales, guest counts, and configured labor rules.
After a forecast has been generated, labor can be generated for the selected week. HotSchedules will calculate staffing needs for each job and provide recommended shifts and labor hours that can be applied to schedules.
Note: Labor Generation is only available for locations using Labor Optimization. Locations that do not use Labor Optimization can use schedule templates and template groups to build schedules from forecasted sales.
Generate Labor
- Navigate to Forecasting select Forecasting and Labor
- Locate the week you want to generate labor for.
- Select Generate Labor.
Fig. 1 – Generate Labor
Review Labor Recommendations
The Generate Labor page displays staffing recommendations for each job based on:
- Forecasted sales
- Forecasted guest counts
- Configured labor rules
- Existing scheduled shifts
The page provides a summary of:
- Labor percentage
- Recommended shifts
- Total labor hours
- Existing scheduled hours
- Assigned shifts
Review Shift Details
To review recommended shifts for a specific job:
- Select Shifts/Location.
- Review the recommended start times, end times, durations, and assigned locations.
Fig. 2 – Shift Details
These recommendations can be reviewed before labor is generated for the schedule.
Review the Job Summary
To view a summary of forecasted labor requirements across all jobs:
- Select All Jobs Summary.
The summary includes:
- Forecasted sales
- Forecasted guest counts
- Recommended shifts
- Forecasted labor dollars
- Labor percentages
Fig. 3 – All Jobs Summary
Generate Labor for Selected Jobs
After reviewing the recommendations:
- Select the checkbox next to each job you want to generate labor for.
- Select Generate Labor.
HotSchedules will apply the generated labor information to the selected schedules.
Understanding Status Indicators
The checkbox color next to each job indicates the current scheduling status:
| Color | Meaning |
|---|---|
| Green | No shifts currently exist for the schedule |
| Yellow | House shifts or unassigned shifts already exist |
| Red | Assigned shifts already exist in the schedule |
These indicators help identify whether labor recommendations are being applied to a new or existing schedule.
After Labor Is Generated
Once labor has been generated, HotSchedules uses the forecasted labor information to:
- Display recommended labor targets while building schedules
- Provide suggested unassigned shifts based on staffing needs
- Help managers compare scheduled labor against forecasted labor requirements
Important: Generated shifts are recommendations based on forecast data and labor rules. Managers should review generated schedules and make adjustments as needed before publishing.
If the forecast changes after labor has been generated, you may also be prompted to review and update the generated labor.
Update Labor After Forecast Changes
After labor has been generated, forecast updates from AI Forecasting or Forecast Manager can continue to update the forecast. If a forecast change may affect staffing needs, HotSchedules notifies you so you can review the impact and decide whether to update the generated labor.
Existing labor remains unchanged until you choose to apply an update.
Review Updated Labor
When a forecast change may affect staffing needs:
- A notification appears on the Forecasting & Labor page and in the Scheduler. A corresponding task is also added to the Home page.
- Select Review Labor to view the affected dates.
- Review the forecast change and its impact on recommended labor hours.
- Select the dates you want to update
- Apply the labor update.
What Happens When Labor Is Updated
When you apply an updated labor recommendation:
- Existing assigned shifts are preserved.
- Unassigned shifts may be adjusted based on the updated labor requirements.
- Additional shifts may be created when increased demand requires more labor.
- Dates you choose not to update retain their existing labor.
- Past dates are not changed.
Note: Forecast changes do not automatically update generated labor. You decide whether to apply the updated labor recommendations.
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