Shift Plan

You can prepare a shift plan for individual days of the month for individual users.

Shifts are assigned to individual users on specific days. If the current users have permission to change the shift plan, they can change the values in the fields and then save the changes. Write its shortcut in the appropriate field to assign a shift to a user on a given day. Shortcuts can be found listed in the lower right table in the Legend tab. Displaying of a specific periods, departments and shifts can be set in filters.

Shift plan options

The  Print button (1) offers more print reports for an overview of the shift plan. Reports can be saved in different formats.

The Save Changes button (2) can be used to save changes, such as an edited shift, availability, or comment for a specific day. If the user does not have permission to edit the shift schedule, only the Submit Request button (3) will be available.

The Additional Operations button (4) also includes:

• Generating a fictional attendance data from the Shift Plan - adds Work and Break entries for selected persons in the selected period according to the set shifts.
• Attendance - Mass insertion
• Mass shift planning
• Anchor Shift Plan - allows you to save already set shifts for selected persons in the selected period. For example, if the shift planner is changed during the month (effective from the next month), the shift schedule for the current month can be fixed so that it does not change according to the new shift planner.
• Lock and Unlock - if the shift schedule is locked, no changes can be made to it.
• Regenerate shift plan using shift planners
• Clear shift plan

The gear icon (5) can be used to adjust several display options:

• Person description - besides the first and last name, it displays additional information (e.g., User number or Employment type). After closing and reopening the Shift Plan, the required information will be displayed in the list of persons.
• Sums from all departments
• Sum the number of shifts instead of their durations - e.g., instead of 4:00 p.m., it will display 2 shifts.

The Coverage tab (6) displays shift coverage for the current days and hours. Depending on the settings (gear icon), you can choose to display shift coverage in hourly or two-hour blocks.

Shift planning strategy

A person’s shift plan is predetermined

In order not to have to manually create a shift plan for employees who tend to have the plan unchanged, we have prepared so-called Shift planners. These then automatically pre-fill a Shift Plan for individual users.

A person’s shift plan changes, operational planning

You may need to set shift lengths operationally when planning shifts. For example,  starting and ending times of shifts that you need to plan for individual users often change. Predefining shifts will not be sufficient (large number of different combinations of beginnings + ends of shifts).

In that case, you can enter the duration of the shift in the fields in the format timeFrom-timeTo in the Shift Plan, e.g. “ 8-12:30” (without spaces). If the system does not find a predefined shift with this shortcut, it will create a one-time shift only for this user. Be sure to save your changes when you are done with editing.

Availability in the shift plans

In the Shift Plan, you can specify your availability on specific days in advance or add comments to shifts. This feature is often used by part-time workers, for example.

Availability dots can also be used creatively, for example, to designate a specific employee as on call or to mark people who are supervising the workplace on a given day, etc.

Shift plan limits

The following rules are automatically set in the system according to the legislation:

Continuous rest - the user must have at least 35 hours off between shifts within 7 consecutive days.

Rest between shifts - the user must have at least 12 hours off within each 24-hour period.

If these rules are not followed, a warning will appear in the Shift Plan in the bottom right of the Validation section. For more information on shift plan limits, click here.