The Schedule Optimisation % is a single metric that measures how well your roster matches predicted staffing demand. It is displayed across two surfaces in EVO XD Workforce Management:
Roster Day View — a colour-coded badge on each day button in the day selector.
Roster Week View — a per-day badge on each day column header, plus a weekly headline score.
📌Note: This feature is controlled by the feature flag wfm-roster-optimisation.
Confirm with your system administrator that this flag is enabled before proceeding.
This article is structured in two parts:
Part A — Configuration: for administrators setting up and managing the feature.
Part B — User guide: for managers and workforce planners interpreting and acting on the scores.
Part A — Configuration
This section covers the settings that control how the Schedule Optimisation % feature behaves across your organisation. All configuration is managed by an administrator.
Access the configuration screen
To access the Optimisation Percentage configuration
navigate to XD
Click on WFM Admin Dashboard
Select WFM Configuration
Find Roster General Settings
Click Optimisation Percentage
The tab is divided into five sections: Calculation Method, Threshold Bands, Over-Budget Thresholds, Threshold Colours, and Display.
📌Note: Configuration on this screen applies to all surfaces where the Optimisation % is displayed. When viewing a weekly or period-level score, the calculation is performed by summing all interval-level values across the entire period — not a simple average of daily scores. This demand-weighted approach ensures that busier days carry proportionally more weight in the rolled-up figure.
Calculation method
The Calculation Method dropdown determines which formula is used to calculate the Optimisation % across all surfaces. Only one method is active per organisation at any time, and it applies to all surfaces and roll-up periods.
Method | Formula | Description |
MIN/MAX (default) | SUM(MIN(Scheduled, Required)) / SUM(MAX(Scheduled, Required)) × 100 | Marginally stricter. The score cannot exceed 100%. Penalises both overstaffing and understaffing. |
CF Labour Match | Total Required / (Total Scheduled + Sum of Absolute Variances) × 100 | Marginally less strict. The score can exceed 100% in certain scenarios. Penalises both overstaffing and understaffing. |
Threshold bands
Threshold bands define the score ranges that map to each quality rating. The Optimisation % score is colour-coded on all surfaces using these bands. Default values are provided but can be adjusted per organisation.
Under-staffing bands (scores up to 100%)
The configuration screen presents three numeric fields for the boundary values:
Field | Default | Meaning |
Fair Threshold (%) | 68 | Scores at or above this value (and below Good) are rated Fair. Below this value is Poor. |
Good Threshold (%) | 75 | Scores at or above this value (and below Excellent) are rated Good. |
Excellent Threshold (%) | 98 | Scores at or above this value (up to 100%) are rated Excellent. |
Over-budget thresholds (above 100%)
The Over-Budget Thresholds section provides a separate set of configurable bands for scores above 100%, where the roster is overstaffed relative to demand.
Field | Default | Meaning |
Excellent Threshold (%) | 102 | Scores between 100% and this value are rated Excellent (over-budget). |
Good Threshold (%) | 115 | Scores between the Excellent and Good thresholds are rated Good (over-budget). |
Fair Threshold (%) | 130 | Scores between the Good and Fair thresholds are rated Fair (over-budget). Above this value is Poor. |
Display settings
Two toggle switches control where the Optimisation % score is visible. Both toggles are independent — the score can be enabled on one view and disabled on the other.
Setting | Description |
Display on Day View | When enabled, the daily Optimisation % badge and interval-level breakdown are shown on the Roster Day View. |
Display on Week View | When enabled, per-day and weekly roll-up Optimisation % scores are shown on the Roster Week View. |
📌Note: When a toggle is disabled, no optimisation data is shown on that surface. Disabling Display on Day View hides the badge from the day selector buttons entirely.
Menu options
The following menu option is required for users to view the Optimisation % on the Roster Day View and Roster Week View:
WS_ROSTER_MENU.GET_SMARTROSTER_OPTIMISATION_SUMMARY
Part B — User guide
This section is for managers and workforce planners who use the Schedule Optimisation % to assess scheduling quality on the Roster Day View and Roster Week View.
Understanding the score
The Schedule Optimisation % measures how well your roster matches predicted staffing demand. It evaluates every 15-minute interval independently, capturing the true shape of scheduling accuracy across the full day.
The score penalises in both directions:
If your roster is overstaffed (more staff scheduled than required) at any interval, the score drops.
If your roster is understaffed (fewer staff scheduled than required) at any interval, the score drops.
The score only reaches 100% when scheduled headcount matches required headcount in every single interval.
📌Note: Even when total headcount for the day looks correct (for example, 127 required and 127 scheduled), the score may be less than 100% if the variance falls in different intervals. Overstaffing at 13:00 and understaffing at 15:45 would both reduce the score, even though the daily totals match. The Optimisation % captures where the gaps are, not just whether headcount is broadly sufficient.
Roster Week View
When the Display on Week View toggle is enabled, the Roster Week View displays the Optimisation % in two places.
Weekly headline score
The weekly score is displayed in the toolbar area, labelled Opt. %, and is colour-coded using the configured threshold bands. This is a demand-weighted figure — not a simple average of the daily scores. Busier days carry proportionally more weight in the weekly score, giving a more accurate picture of overall scheduling quality for the week.
Per-day scores
Each day column header displays that day's Optimisation % score as a colour-coded badge. Use these badges to quickly scan the week and identify which days need attention before drilling into the Day View.
Roster Day View
When the Display on Day View toggle is enabled, the Roster Day View displays the daily Optimisation % score and an interval-level breakdown.
Daily score and day selector
The day selector at the top of the Roster Day View shows a colour-coded Optimisation % badge for each day of the current period. The currently selected day is highlighted. Clicking a day navigates to that day's schedule.
A tooltip is available on each badge showing:
The scheduled headcount for the selected interval.
The required headcount for the selected interval.
The difference (gap) between scheduled and required.
Use the day selector badges to quickly identify which days in the period need attention, then click through to review the demand graph and adjust scheduling as needed.
Colour reference
The following colours apply to both the Day View badges and Week View scores. Default threshold values are shown — your organisation may have configured different values.
Under 100% (under-staffing or balanced)
Colour | Rating | Default range |
Green | Excellent | 98% and above (up to 100%) |
Yellow | Good | 75% to 97% |
Orange | Fair | 68% to 74% |
Red | Poor | Below 68% |
Above 100% (over-staffing)
Colour | Rating | Default range |
Green | Excellent | 100% to 102% |
Yellow | Good | 103% to 115% |
Orange | Fair | 116% to 130% |
Red | Poor | Above 130% |
⚠️Important: Threshold values shown are defaults. Your administrator may have configured different thresholds and colours to suit your organisation. Contact your system administrator if you are unsure of the values in use.