AI Schedule Suggestions

The AI suggestion gives you a draft to start from instead of an empty grid. It is always a suggestion — nothing enters the schedule until you say yes.

Enough history is needed first

AI-förslag becomes available once the restaurant has at least 10 days of staffing data spread over at least 2 weeks. If there is not enough history, the dialog tells you whether more days or a longer period is needed. Keep scheduling and recording worked hours while this builds up.

A weekday needs five observations before Vendion classifies its opening pattern from history.

How it works, in four steps

1. Navigate to the right period. The suggestion covers exactly the period you see: a week, two weeks, a month or your custom range
2. Click AI-förslag. On smaller screens it is under Mer at the right of the toolbar. A box confirms which period it covers and how many days. Here you also tick whether the suggestion should replace existing drafts in the period — the box says how many drafts would then be removed. Click Generera förslag
3. Review. When the suggestion arrives, click Granska in the banner. A panel opens with every suggested shift day by day, the AI's full reasoning, and a pre-check of rule clashes
4. Apply. Shifts are added as drafts. Published shifts are never touched

What the AI looks at

• Historical sales per weekday, so staffing follows where the money actually comes in
• Bookings for the period, including what times guests arrive
• Your base shifts. The AI is instructed to use them rather than invent its own times, because you set them up to fit your operation
• Opening hours. Closed days are not staffed
• Staff availability and their skills
• Approved absence. The suggestion is instructed to avoid approved holiday, sick leave and childcare leave. Still check the absence warnings in the review panel before applying
• Hours remaining in the calculation period per person, so full-timers get their hours and part-timers do not get too many
• Unsocial-hours supplements. Where two base shifts cover the same need, the one outside the supplement windows is chosen

Review before you apply

The review panel is not decoration. It exists so you do not apply blindly, especially with "Replace existing drafts" ticked — that deletes your own work.

The panel shows three things: the shifts per day with person and times, the AI's full reasoning (the banner only shows the first lines), and a preview notice of which rule clashes the suggestion would introduce — absence, availability, rest and rules for minors. The preview blocks nothing, but it lets you say no before anything is written.

When the suggestion is incomplete

Sometimes the AI's answer is cut off halfway, or some shifts could not be matched to the right person. The suggestion is then marked Ofullständigt – granska in the banner and you get a warning instead of a green confirmation.

The difference matters: a truncated suggestion looks complete in the grid but is missing days. Always review when the mark appears.

Limitations worth knowing

The suggestion is locked to its period. If you change week or restaurant after generating, it can no longer be applied — the banner says which period it covers. Go back there, or regenerate for the new period. This protects you from deleting the wrong week's drafts.

Maximum 20 suggestions per hour. Every suggestion costs money to generate, so there is a cap per restaurant and user. Pass it and you have to wait a while. In practice it is ample for normal work.

Permission required. You must be allowed to edit the schedule to request a suggestion.

Everything becomes a draft. Nothing the AI suggests is visible to staff until you publish.

Getting better suggestions

Quality stands or falls with the input. Set up your base shifts properly, keep opening hours current, ask staff to fill in their availability, and approve absence requests before generating. Without base shifts the AI invents times; without availability it guesses.

The suggestion is a starting point, not a verdict. Adjust individual shifts afterwards just as usual.