In this article, you will learn: How to use the shift planning.
- General
- Dialogue for Creating Shift Schedule Entries
- Faster Variants for Creating Shift Entries
- Copying Shift Entries
- Rolling Out Your Planned Shift Entries
Quick Guide to Creating a Shift Schedule:
- Resources / Shifts / Shift Planning
- Enter Details
- Save
- Rolling out the shift plan
General
Your shift plan for a week consists of various shift schedule entries. These are a combination of a period (date, start time, end time), a work area where the shift should take place, a required number of employees for this period, and possibly specific employees who have been scheduled for the shift entry.
Dialogue for Creating Shift Schedule Entries
In the toolbar of the shift planning view, the “Plan shift” button can be used to start the creation dialogue. Within the dialogue, a week, the day of the week, and the start and end times of the shift entry can be defined. It can also be determined whether the shift entry should be repeated for several days. This is followed by selecting the work area where the shift will take place and the required number of employees for this period. Additionally, it can be set whether employees working this shift should be available for appointment booking.
Optionally, employees who will work this shift can be directly assigned during creation. All details and assignments can later be edited at any time via the Quick View, or employees and work areas can be added to the shifts via simple drag & drop.
Faster Variants for Creating Shift Entries
A shift schedule entry can also be planned by simply dragging the mouse over the relevant time range. Subsequently, employees or work areas can be added or directly taken from the “Employees” or “Work Areas” views.
Additionally, the dialogue can be opened by clicking in the shift plan background, which then adopts the date & time of the clicked area and opens the familiar dialogue.
Copying Shift Entries
Do you want to simply copy shift entries? You can do this by holding the “Shift” key (a plus sign appears over the entry to be copied) and dragging (drag-and-drop) a shift entry (while continuing to hold the “Shift” key).
Rolling Out Your Planned Shift Entries
Is your shift planning for this week complete? Then you can now roll out the shift planning to additional weeks. This can be done effortlessly with the “Transfer to Following Week” function. This function copies the week you created to the coming week. This function is especially quick if you only want to roll it out for a few weeks.
However, if you would like to roll out your shift planning for a longer period, you can do so using the “Apply Template” button. There, you can select from previously created templates, search for them, or copy the current week for future weeks. Here you have the option to roll out these template(s) every week or, for example, select a bi-weekly schedule.
Replace
With the replace function, we replace the existing weeks and overwrite them with the selected template.
With this function, we add the selected template to the existing shift schedule entries. It is important to note that we always transfer all shift schedule entries to the coming weeks, even if, for example, a view filter was applied to only one employee.
Deleting Shift Entries
Did you make a mistake in a week? No problem. Behind the arrow button at "plan shift," there is a “delete shifts” button. With this, you can delete all entries from the current week.
Saving Templates
A template can be saved for future actions. For this, you just need to use the arrow button behind “Apply Template” and click on “Create Template”.
You can give a template a name and decide whether employees should be included in the template, or whether the template should be saved without employees. Additionally, you can select work areas that should not be saved.
Different Views for Easier Planning
With the different views, you have even more freedom to plan your shifts as optimally as possible. In the “Overview” view, you get a good overview of all planned shifts for a week/a day. In the “Employees” view, you can plan your employees directly at the employee level. With the filter options, you can actively select one (by clicking on the eye) or several employees (via multiple selection in the checkboxes). This makes it even easier to plan at the employee level. Subsequently, you can drag & drop work areas onto the shift entries. In the work area view, you can plan at the work area level and again select and filter the view. Employees can be added to the shift entries via drag-and-drop afterward. If you only want to plan for one day, you can change the week view to a day view and plan in even more detail.