Smart Scheduling

Rosters that respect your rules, built in minutes.

Inside Smart Scheduling is staff rostering software for hotels, F&B groups and other shift-based teams. Managers plan by role and day in the Shift Planner, apply templates, and let Smart Fill draft open slots using role eligibility, leave, employment-type hour limits and rest rules. Coverage is checked against base manning before the roster is published to the Inside app.

Book a demo See labour demand

The weekly roster shouldn't take an afternoon.

Most managers rebuild the roster from last week's spreadsheet, then check leave, contracted hours, rest days and who can work which role, one person at a time. By the time it's shared in a group chat, someone is on leave or the forecast has changed. And nobody can see whether each day actually has enough people until service starts.

From empty week to published roster.

  1. Set the shape of the week. Apply a saved template or copy last week's roster. Base manning shows how many people each role needs per day.
  2. Let Smart Fill draft the gaps. Smart Fill fills existing open slots with eligible team members, following your rules. It skips anyone in the wrong role, on leave or over their hours.
  3. Check coverage. Each day shows Covered, Partial, Open or Over against base manning, so you can see gaps before anyone else does.
  4. Publish. Staff are notified in the Inside app. Any slot still unassigned is offered to eligible team members to pick up.
Smart Fill weighs availability, role and skills, employment rules, approved leave, day and hour limits, coverage needs, preferences and labour budget together, then produces a draft roster that a manager reviews and publishes.

What's included

  • Shift Planner

    Plan by role and day, with each cell showing who's working and how many people the role still needs. Split shifts and shift codes are supported, so managers plan the way the outlet actually runs.

    Used by: outlet managers, department heads

  • Smart Fill

    Drafts the roster for open slots using rules you control: role eligibility, balancing hours across the team, role priority, keeping teams together, whether overtime or off-day work is allowed, minimum hours between shifts and one shift per day. It never publishes on its own.

    Used by: managers

  • Templates, copy and Schedule Autorun

    Save a typical week as a template, copy a previous roster or apply a template to a date range. Schedule Autorun applies templates on a set schedule, so the next roster draft is ready before you start.

    Used by: managers, operations leads

  • Coverage and budget check before publish

    Coverage pills compare filled slots with base manning for every role and day. Before publishing, managers see where the roster is short, over or carrying extra hours.

    Used by: managers, operations, finance

  • Auto Rest and Off days and the Duty Planner

    Assign rest days and off days automatically according to policy, and view the duty pattern across the team in the Duty Planner. Approved leave blocks the roster, so nobody is scheduled while away.

    Used by: managers, HR

  • Changes after publishing

    When someone calls out, remove them from the shift and the open slot is offered to eligible team members. Managers can also borrow trained staff from a linked outlet or raise a casual request from the same screen. Rest day swaps and shift swaps come through Requests.

    Used by: managers, staff

What each team gets

  • Outlet managersA draft roster in minutes, with gaps visible before publishing.
  • StaffSchedules in the app as soon as they're published, and a fair spread of hours.
  • HRContracted hours, rest and leave respected by default.
  • Operations and financeThe same coverage view across every outlet.

Frequently asked questions

Does Smart Fill publish the roster automatically?

No. Smart Fill creates a draft of open slots. Managers review, adjust and publish.

What rules does Smart Fill follow?

Role eligibility, approved leave, employment-type minimum and maximum hours, minimum rest between shifts and the options you switch on, such as balancing hours, role priority, keeping teams together, allowing overtime or off-day work and one shift per day.

Can we keep our current roster pattern?

Yes. Save it as a template or copy previous weeks. You can start manually and use Smart Fill only when you're ready.

Can staff work across outlets?

Yes. Trained staff can be borrowed from linked outlets, and their hours stay attached to the outlet they worked at.

Is Smart Fill AI?

Smart Fill is rules-based automation that uses your settings. It never publishes without a manager.

See how Inside fits the way your operation runs.

Tell us about your outlets, workforce mix and current tools. We'll show you the workflows that matter to your team.

Book a demo