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Shift Scheduler: Employee Scheduling & Staff Rota Generator

Try for free

Make staff schedules (rotas) with Google OR-Tools: shifts with roles and headcounts, availability, time off, weekly hours, rest rules, fairness and preferences. Every gap explained. Rota image, PDF, Excel and calendar files. From text, JSON, CSV or Google Sheets. For AI agents.

Pricing

Pay per event

Rating

0.0

(0)

Developer

Jumble Mog

Actor stats

Bookmarked

Total users

Monthly active users

2 days ago

Last modified

Categories

Automation

Developer tools

Schedule

schedule

Optional

The schedule's position in the run, from 1.

Type:integer

Example:

Title

title

Optional

The schedule's title.

Type:string

Example:

Corner Café

Status

status

Optional

complete: every place filled. short-staffed: made, with gaps explained in gaps. failed: couldn't be made (see error), not billed.

Type:string

Example:

complete

Options:

completeshort-staffedfailed

Error

error

Optional

Why the schedule couldn't be made, with what to change.

Type:string | null

Example:

null

Summary

summary

Optional

The schedule in plain sentences: shifts and hours scheduled, who works, the gaps, the range of hours, minimum hours and requests kept.

Type:string | null

Example:

Scheduled 38 shifts (279 hours) for 9 of 9 people, Mon 2 Nov to Sun 8 Nov. Every shift is fully staffed. Hours per person range from 24 to 40. Everyone got their minimum hours. 3 of 3 shifts people asked to avoid were kept free.

Start date

startDate

Optional

The first day scheduled (YYYY-MM-DD).

Type:string | null

Example:

2026-11-02

End date

endDate

Optional

The last day scheduled.

Type:string | null

Example:

2026-11-08

Days

days

Optional

How many days the schedule covers.

Type:integer | null

Example:

Employees

employeesCount

Optional

People on the team.

Type:integer | null

Example:

People scheduled

employeesScheduled

Optional

People with at least one shift.

Type:integer

Example:

Shifts to fill

shiftsToFill

Optional

Shift occurrences over the period (a shift running 7 days counts 7).

Type:integer | null

Example:

Places needed

placesNeeded

Optional

People needed across all shifts, counting each role place.

Type:integer | null

Example:

Places filled

placesFilled

Optional

Places with someone scheduled.

Type:integer

Example:

Places short

placesShort

Optional

Places nobody could fill under the rules; each is explained in gaps.

Type:integer | null

Example:

Hours scheduled

hoursScheduled

Optional

Paid hours of all assignments (unpaid breaks left out).

Type:number

Example:

279

Labor cost

laborCost

Optional

Hours times each person's hourly cost, for the people with a cost; null when nobody has one.

Type:number | null

Example:

1177

Assignments

assignments

Optional

Every assignment in time order: date, weekday, shift, start, end, paid hours, employee and role.

Type:array

Example:

[
  {
    "date": "2026-11-02",
    "weekday": "Mon",
    "shift": "Morning",
    "start": "07:00",
    "end": "15:00",
    "hours": 8,
    "employee": "Ana",
    "role": "shift lead"
  }
]

People

employees

Optional

Each person's hours, shifts, days worked, weekend and night shifts, hours by week, limits, hours below their minimum, cost, shift list, requests not met and a link to their own calendar file.

Type:array

Example:

[
  {
    "name": "Ana",
    "skills": [
      "barista",
      "shift lead"
    ],
    "hours": 40,
    "shifts": 5,
    "daysWorked": 5,
    "weekendShifts": 0,
    "nightShifts": 0,
    "hoursByWeek": [
      40
    ],
    "minHours": 30,
    "maxHours": 40,
    "targetHours": null,
    "targetHoursTotal": null,
    "belowMinimumHours": 0,
    "cost": null,
    "shiftList": [
      "Mon 2 Nov Morning (shift lead)"
    ],
    "requestsNotMet": [],
    "calendarUrl": "https://api.apify.com/v2/key-value-stores/.../records/schedule-001-Corner-Cafe-Ana-1.ics"
  }
]

Coverage

coverage

Optional

Every shift occurrence with the people needed and scheduled, by role, and who works it.

Type:array

Example:

[
  {
    "date": "2026-11-02",
    "weekday": "Mon",
    "shift": "Morning",
    "start": "07:00",
    "end": "15:00",
    "needed": 3,
    "scheduled": 3,
    "short": 0,
    "extra": 0,
    "roles": {
      "barista": {
        "needed": 2,
        "scheduled": 2
      },
      "shift lead": {
        "needed": 1,
        "scheduled": 1
      }
    },
    "staff": [
      "Ana (shift lead)",
      "Gia (barista)",
      "Hal (barista)"
    ]
  }
]

Gaps

gaps

Optional

Each place left empty, with the reason: who could work that role and the rule that stops each of them.

Type:array

Example:

[
  {
    "date": "2026-11-02",
    "weekday": "Mon",
    "shift": "Day",
    "start": "07:00",
    "end": "19:00",
    "hours": 12,
    "role": "charge nurse",
    "needed": 1,
    "scheduled": 0,
    "short": 1,
    "reason": "Only one person can work as charge nurse: Teo (36 of 40 h) would go over the weekly hours limit."
  }
]

What would help

advice

Optional

What would close the gaps, from the rules that blocked people most often.

Type:array

Example:

[
  "Only 1 person can work as charge nurse, and 4 places as charge nurse stayed empty. Training or hiring another charge nurse would help."
]

Requests

requests

Optional

Shifts people asked to avoid and how many were kept free, preferred shifts given, requests not met, people below their minimum hours and fixed shifts that couldn't be kept.

Type:object | null

Example:

[object Object]

Rota (Markdown)

table

Optional

The rota as Markdown tables, one per week: a row per person, a column per day and their hours, with a row of the places short.

Type:string | null

Example:

| Employee | Mon 2 | Tue 3 | ... | Hours | |---|---|---|---|---:| | Ana | Morning | Morning | ... | 40 |

Solver

solver

Optional

How the schedule was found: optimal or feasible (the best found in the time), seconds, whether it stopped because it stopped improving or ran out of time, and each stage.

Type:object | null

Example:

[object Object]

Rota image

imageUrl

Optional

The rota as a PNG image: a row per person, a colored block per shift with the role, hours and the places short.

Type:string | null

Example:

https://api.apify.com/v2/key-value-stores/.../records/schedule-001-Corner-Cafe.png

PDF

pdfUrl

Optional

The rota as a PDF page, ready to print or post.

Type:string | null

Example:

https://api.apify.com/v2/key-value-stores/.../records/schedule-001-Corner-Cafe.pdf

Web page

htmlUrl

Optional

The rota as a web page with the gaps explained and each person's hours, readable on phones.

Type:string | null

Example:

https://api.apify.com/v2/key-value-stores/.../records/schedule-001-Corner-Cafe.html

Excel

xlsxUrl

Optional

An Excel workbook with sheets for the rota grid, every shift, coverage, people and gaps.

Type:string | null

Example:

https://api.apify.com/v2/key-value-stores/.../records/schedule-001-Corner-Cafe.xlsx

CSV

csvUrl

Optional

Every assignment as CSV rows: date, weekday, shift, start, end, hours, employee, role.

Type:string | null

Example:

https://api.apify.com/v2/key-value-stores/.../records/schedule-001-Corner-Cafe.csv

JSON

jsonUrl

Optional

The whole result as JSON, with every assignment even for very large schedules.

Type:string | null

Example:

https://api.apify.com/v2/key-value-stores/.../records/schedule-001-Corner-Cafe.json

Team calendar

teamCalendarUrl

Optional

A calendar file (.ics) with every shift, for Google Calendar, Outlook or Apple Calendar. Each person's own calendar is in employees.

Type:string | null

Example:

https://api.apify.com/v2/key-value-stores/.../records/schedule-001-Corner-Cafe-everyone.ics

Warnings

warnings

Optional

Problems in the input worth fixing, such as a role nobody on the team has.

Type:array

Example:

[]

Notes

notes

Optional

How the input was read and anything else worth knowing, such as fields that were ignored.

Type:array

Example:

[]

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