How To Implement Predictive Scheduling in Los Angeles Restaurants

Predictive Scheduling in Los Angeles Restaurants: Key Takeaways

Since April 1, 2023, LA's Fair Work Week Ordinance mandates 14-day advance work schedule notice for qualifying employers
Employees must receive a good faith estimate of schedules at hiring and upon request within 10 days
Schedule changes under 14 days trigger predictability pay and employee rights to decline shifts

Los Angeles restaurants must implement predictive scheduling to comply with the Fair Work Week Ordinance. This guide outlines key rules, steps to implement, and useful templates for easy adoption.

The focus is on creating transparent, fair schedules that boost worker well-being while meeting legal obligations.

1. What is Predictive Scheduling in Los Angeles Restaurants?

Predictive scheduling is a workforce management approach that requires employers to provide employees with their work schedules sufficiently in advance—in Los Angeles, this means at least 14 days ahead.

The Fair Work Week Ordinance, effective April 2023, applies primarily to retail employers with 300+ global employees, which includes many large restaurant franchises.

The purpose of predictive scheduling is to provide workers with stable, predictable hours and reduce last-minute changes that disrupt lives.

2. Key Requirements of Los Angeles Predictive Scheduling for Restaurants

Advance Notice of Work Schedules

Employers must post and provide each employee with their work schedule at least 14 calendar days before the first day of the schedule period.

This advance notice allows employees to plan their personal lives and supplemental work accordingly.

Good Faith Estimate of Schedule

At hiring and whenever requested (within 10 days), employers must provide employees a written good faith estimate outlining expected hours per week, typical shift days and times, and any potential variations.

Rest Between Shifts and Predictability Pay

Employees must receive at least 10 hours of rest between shifts. If an employee agrees to a shorter rest period, the next shift’s hours are compensated at 1.5 times the regular pay rate.

For schedule changes initiated less than 14 days before the shift, predictability pay applies:

Added hours: 1 additional hour paid at the regular rate.
Reduced or canceled hours: half-pay for hours lost.

To avoid costly violations, review working off the clock.

Offering Additional Hours and Employee Rights

Before hiring new staff, existing part-time employees must be offered extra hours.

Employees have the right to decline schedule changes made under 14 days in advance without penalty.

When you do need to hire, use these server interview questions to assess applicants consistently.

3. How to Implement Predictive Scheduling in Los Angeles Restaurants

Step 1: Assess Applicability

Confirm whether your restaurant meets the ordinance’s criteria based on number of employees globally and business type.

Step 2: Develop Scheduling Policies

Create clear policies ensuring schedules are posted 14 days in advance and procedures for delivering good faith estimates at hire and on request.

Assign accountability by clarifying the restaurant manager job description.

Step 3: Train Management

Educate managers and schedulers on the ordinance’s rules, especially regarding advance notice, rest periods, predictability pay, and employee rights. Use this manager training checklist.

Step 4: Implement Scheduling Software

Use modern scheduling software that handles 14-day advance posting, tracks shift changes, and calculates any predictability pay owed automatically. Explore practical scheduling apps that streamline shift planning.

In back-of-house operations, align kitchen manager duties with scheduling workflows.

Step 5: Communicate with Employees

Clearly inform employees of their rights, how schedules are posted, how they will be notified of last-minute changes, and the compensation rules. Share policies like an employee illness policy to set expectations.

Step 6: Maintain Records

Keep detailed documentation of schedules, changes, notifications, employee acknowledgments, and pay adjustments for at least three years to demonstrate compliance.

4. Predictive Scheduling Templates for Los Angeles Restaurants

Work Schedule Template

A standard schedule format should include:

Employee names
Shift dates and start/end times
Total hours per week
Schedule posting date to verify 14-day advance notice

Include role-specific details; see the bartender job description for example responsibilities that affect scheduling.

Good Faith Estimate Template

This document outlines the expected weekly hours, typical shifts, and potential variability, provided at hire and upon employee request within 10 days.

Schedule Change Notification Form

Use this form for any employer-initiated changes less than 14 days before a shift, documenting:

Type of change (added or reduced hours)
Date/time of change
Employee acknowledgment
Calculation of predictability pay due

5. Benefits of Implementing Predictive Scheduling in Los Angeles Restaurants

Employing predictive scheduling fosters a more stable workforce and improves employee morale.

It reduces turnover and absenteeism by giving employees greater control over work-life balance.

Compliance avoids costly penalties and fosters a reputation of fairness that can attract quality staff.

6. Additional Considerations and Best Practices

Regularly audit scheduling processes for compliance and employee satisfaction.

Maintain open lines of communication to promptly address scheduling conflicts or employee concerns.

Consider flexible scheduling options that meet business needs while respecting employee preferences, fostering loyalty.

7. Useful Links and Resources for Los Angeles Predictive Scheduling

Predictive Scheduling in Los Angeles Restaurants: Conclusion

Implementing predictive scheduling in Los Angeles restaurants requires adhering to the Fair Work Week Ordinance's provisions for 14-day advance scheduling, good faith estimates, rest periods, and predictability pay.

By following best practices—training managers, utilizing scheduling software, communicating clearly, and maintaining thorough records—restaurants can ensure compliance, promote employee satisfaction, and create a fair scheduling environment.

Utilizing templates for schedules, good faith estimates, and schedule change notifications further simplifies this process and reduces risk.

01. What is predictive scheduling under the Los Angeles Fair Work Week Ordinance?

Predictive scheduling requires employers to provide employees with work schedules at least 14 calendar days in advance, offering greater stability and predictability to workers.

02. Which employers does the ordinance apply to?

It applies primarily to retail employers with 300 or more employees globally, which includes many large restaurant franchises operating in Los Angeles.

03. What is predictability pay and when does it apply?

Predictability pay compensates employees for schedule changes made less than 14 days before their shifts. Added hours earn one extra hour’s pay at the regular rate, while reduced or canceled hours are half paid.

04. Are employees required to accept schedule changes made less than 14 days in advance?

No, employees have the right to decline schedule changes made under 14 days in advance without penalty under the ordinance.

05. What recordkeeping is recommended for compliance?

Employers should keep detailed documentation of schedules, changes, notifications, acknowledgments, and pay adjustments for at least three years to demonstrate compliance with the ordinance.