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How to Setup Auto Assignment

The Auto Assignment feature allows your organization to automatically assign work orders to the right employees — based on their shift schedules, specialties, and locations. This helps ensure that work orders are sent to the most qualified and available team members without manual intervention.

Overview

With Auto Assignment, you can:

  • Automatically assign incoming work orders to employees working during a specific shift
  • Match work orders to employees by their specialty and location
  • Reduce dispatcher workload and response time
  • Maintain flexibility with configurable shift setups and permissions

auto-assign-configurations

Access the Auto Assignment Tool

The Auto Assignment Tool is located by selecting the UNITY Admin option from the UNITY main menu, then selecting the Auto Assign Configuration option from the UNITY Admin menu. This tool is permission-based, so it is only accessible to users who have been granted the permission.

How It Works

Auto Assignment is driven by configurations you create, each containing one or more shifts.

When a new work order is created, the system checks the active configurations and automatically assigns it to an eligible employee based on:

  • The location of the work order
  • The shift currently active
  • The specialty of available employees

If no matching employees are available, the work order can default to a dispatcher or fallback employee you specify.

Auto Assignment Toggle

At the top of the Auto Assignment page, you’ll see a toggle to Enable or Disable Auto Assignment.

  • ON: The system will automatically assign work orders based on your active configurations.
  • OFF: Work orders must be assigned manually.

This allows you to pause or resume automation without deleting any configurations.

auto-assign-toggle

Configurations

Each Configuration defines how Auto Assignment behaves for a specific scenario or group of locations.
Configuration Fields:

  • Configuration Name – A label for identifying the setup (e.g., “West Region Maintenance” or “Night Shift HVAC”).
  • Dispatcher / Default Employee – A fallback person who receives assignments if no employees meet the criteria.
  • Locations – The locations where this configuration applies.

You can create multiple configurations to fit your operational structure — for example, one per region, department, or specialty group.

auto-assign-configuration

Shifts

Within each configuration, you can create one or more Shifts. Shifts define when and to whom work orders should be assigned.
Shift Fields:

  • Shift Name – A descriptive name for the shift (e.g., “Morning Shift,” “Weekend Crew”).
  • Assigned Employees – The employees who are active during this shift.
  • Start Time / End Time – The time range during which employees in this shift are available for auto assignment.

You can have multiple shifts within a configuration to cover different times of day or teams.

auto-assign-shifts

Permissions

Access to Auto Assignment features is controlled by permissions:

  • Enable Auto Assignment – Allows the user to turn the Auto Assignment feature on or off.
  • Manage Configurations and Shifts – Allows the user to create, edit, or delete configurations and shifts.

Only users with the appropriate permissions will see the related options in their interface. To have these permissions added to a user's account, please contact support@facilityone.com

Filters

The Auto Assignment page includes filters to help you quickly view and manage configurations and shifts:
Location – Filter by specific facility or site.

  • Specialty – View shifts based on employee specialties or skill sets.
  • Employee – See configurations where a specific employee is assigned.
  • Start / End Time – Filter shifts by time range to identify scheduling overlaps or coverage gaps.

These filters make it easy to review your setup and ensure full coverage across locations and times.

auto-assign-filters

Best Practices

  1. Keep configurations simple: Group related locations and teams together.
  2. Use descriptive names: Label shifts and configurations clearly to avoid confusion.
  3. Review regularly: Check configurations after schedule changes to ensure coverage remains accurate.
  4. Assign a fallback: Always include a default dispatcher or employee for unassigned work orders.

Summary

Feature Description
Purpose Automatically assign work orders based on shifts, locations, and specialties
Control Global on/off toggle
Setup Configurations (with locations and fallback employee) + Shifts (with employees and times)
Permissions Separate controls for enabling Auto Assignment and managing configurations
Filters Location, Specialty, Employee, Start/End Time

If you have questions or need assistance setting up Auto Assignment, our support team is here to help! You can contact them via support@facilityone.com or 502-805-2134.