What's covered in this guide?:
What is the Instant Build Function?
The Instant Build feature in Workforce helps managers and schedulers automatically generate a draft rota (schedule) for a selected period. This saves time by filling in shifts based on your business’s needs and configured rules.
Where to Find Instant Build
To Locate Instant Build:
Log in to Workforce and go to the Rota section.
Open the rota for the week or period you want to build.
From the left-hand panel, click Quick Build > then select Instant Build (last option).
How to Use Instant Build
To Use Instant Build:
Open the rota you want to build.
Choose a date range: daily, weekly, or monthly.
Click the Instant Build button (Quick Build > Instant Build).
Workforce will process for a few moments and then automatically populate the rota with shifts.
What Types of Shifts Are Built?
The Instant Build function creates shifts using several key criteria:
It analyses the previous period for reference (e.g. the previous week).
It copies those shifts into the current rota, marking them as vacant (unassigned).
It runs rota validations to assign eligible employees to shifts. Only validations set to blocking will prevent assignment.
An employee won't be assigned to more than one shift per day. Existing assignments are factored into validation checks for subsequent shifts.
Note: The types and times of shifts built will depend on your business’s settings and any demand templates or requirements you have set up in Workforce.
Frequently Asked Questions
Can I change the shifts after using Instant Build?
Can I change the shifts after using Instant Build?
Yes, you can manually adjust, add, or remove any shifts after the build.
Does Instant Build publish the rota automatically?
Does Instant Build publish the rota automatically?
No, it only creates a draft. You must review and publish manually.
Can I undo or rebuild?
Can I undo or rebuild?
You can clear the roster and run Instant Build again if needed.
What if Instant Build misses a required shift or assigns the wrong staff?
What if Instant Build misses a required shift or assigns the wrong staff?
Check your staff roles, availability. Make manual adjustments as needed.
Summary
Instant Build saves time by auto-creating compliant, efficient rotas.
Shifts are based on business needs, staff availability, and compliance rules.
Validations run after the build to help you spot and fix any issues before publishing.
If you have any trouble, consult the in-app help or contact Workforce support for assistance.