Workforce Engagement Management

 View Only

Sign Up

  • 1.  Activity Plans - Recurring Help for Bi Weekly Meetings

    Posted 01-30-2025 09:52

    Would anyone be able to assist me with Activity Plans?

    After 20+ attempts/inactive plans, I'm at a point where I have no ideas left as to what I'm doing wrong. 

    I've been studying Activity Plans for over a week in order to train my Supervisor Team on how to use it. 

    The end goal is to show them how to set up their recurring bi weekly team meetings for the year. 

    However, I have not been able to figure out how to properly use the Recurring Activity options. 

    In this example, I am trying to set up 3 months of meetings at a time - March, April, and May.

    One team has 12 people. We usually split them into two groups of six or one of 5 and one of 7 (whatever it takes to make it work).

    So those two groups should have a 35 minute meeting the same week as each other, every other week for three months. 

    Are there any suggestions/changes to what I have set up below to make this happen?

    Is this something the system is capable of?  I appreciate any feedback or assistance!


    #Workforce Management
    #ScheduleManagement
    #GeneralQuestion

    ------------------------------
    Jacqueline Turner
    Workflow Coordinator
    NYCM Insurance
    ------------------------------


  • 2.  RE: Activity Plans - Recurring Help for Bi Weekly Meetings

    Posted 01-31-2025 01:22

    Watching this with Interest:

    We have a group of 4 staff who have a group meeting every month from 14:00 - 16:00 on a Tuesday. (OH&S)

    I set the Activity Plan up, the only Session Availability was Tuesday 14:00 - 16:00.

    and they ended up getting sessions on Monday, Tuesday, Thursday, Friday & Saturday.

    1 staff member had 3 incidents of the Meeting in a single week.

    I had to delete it in the end.

    I would like to see recurrence changed as well, currently it is only every x weeks.

    A lot of businesses do the first or third week of the month.

    i.e third wednesday of every month, second tuesday of every month, etc.



    ------------------------------
    Wayde Masters
    Demand Forecasting & Resource Officer
    ------------------------------



  • 3.  RE: Activity Plans - Recurring Help for Bi Weekly Meetings

    Posted 02-03-2025 05:02

    @Jacqueline Turner @Wayde Masters

    if you let me know a couple of times that you are free I'd be happy to jump on a call to help you work these through and to understand your challenges better so that they can be considered in our future enhancements.

    Paul

    paul.wood@genesys.com



    ------------------------------
    Paul Wood
    Product Manager for Genesys Cloud Workforce Management
    ------------------------------



  • 4.  RE: Activity Plans - Recurring Help for Bi Weekly Meetings

    Posted 02-03-2025 12:01

    Hi Paul,

    I would appreciate that immensely! :) 

    I'll shoot you an email with availability, as my Supervisor would also like to be part of the call (he's my back up when I'm off, so he'd like to be more informed on this functionality as well if that's okay!). 



    ------------------------------
    Jacqueline Turner
    Workflow Coordinator
    NYCM Insurance
    ------------------------------



  • 5.  RE: Activity Plans - Recurring Help for Bi Weekly Meetings

    Posted 07-11-2025 13:48

    Paul,

    Was there ever any traction on this? I have been trying to accomplish this with Work Plan Rotations, but have been unsuccessful.

    -Steve



    ------------------------------
    Steven Moore
    Director of CX
    ------------------------------



  • 6.  RE: Activity Plans - Recurring Help for Bi Weekly Meetings

    Posted 07-11-2025 18:04

    Yes, using Activity Plan will solve this. The key is the recurrence settings and initial Session Availability configuration if you want to continue with a specific cadence. 

    Following the key steps below should provide you with outcomes in line with any manually scheduled bi-weekly meetings you may have:

    1. General Tab
      1. Set "Recurs Every" to 2 Weeks
      2. Set "Minimum Time between Each Occurrence" to 1 week
    2. Session Availability
      1. Set Available Days to:
        1. Specific Date - and select the date that you want the 1 session to be scheduled on, to replicate any previous cadence

    set all other settings in line with what you want to schedule, who you want to attend and who you'd like to facilitate the session(s)


    After running the Activity Plan for the first time, to will need to remove/update the Session Availability constraints. There are 3 optional configurations for ongoing Session Availability:

    1. Following the 1st scheduled sessions, allow Activity Plans to create future sessions in line with the other constraints.
      1. Delete all of the Session Availability constraints.
      2. This provides the optimal solution
    2. Following the 1st scheduled sessions, force sessions to be scheduled on a set day of the week.
      1. Delete all of the Session Availability constraints.
      2. Add a new Session Availability using the Days of Week option and selecting the day you would like the meeting to be scheduled on.
      3. Check the "Any Time" option
      4. This will look for the best time for the meeting on the day that you have stipulated
      5. This provides some optimisation but only for the day selected.
    3. Following the 1st scheduled sessions, force sessions to be scheduled on a set day of the week at a set time.
      1. Delete all of the Session Availability constraints.
      2. Add a new Session Availability using the Days of Week option and selecting the day you would like the meeting to be scheduled on
      3. Enter the Earliest Start and Latest End times
      4. This provides no Schedule Optimisation

    I hope this helps, 
    Paul



    ------------------------------
    Paul Wood
    Product Manager for Genesys Cloud Workforce Management
    ------------------------------



  • 7.  RE: Activity Plans - Recurring Help for Bi Weekly Meetings

    Posted 02-03-2025 11:41

    Good morning possibly check that you have the overrides service levels goals that you feel you can accommodate and handle.  



    ------------------------------
    Robert Gacula
    unknown
    ------------------------------