Schedules
Create and manage weekly and monthly schedules for your team
Shift Planning Editor
Shift Planning Editor
Section titled “Shift Planning Editor”The Shift Planning Editor enables you to fully manage schedules, shifts, and employee availability. Whether simple weekly shifts or complex multi-location planning - with this module you have everything under control.
Feature Overview
Section titled “Feature Overview”Shift Types
Define different shift types with their own colors and times
Availability
Employees enter their availability themselves
Shift Exchange
Flexible shift exchange between employees with optional approval
Main Areas
Section titled “Main Areas”The Shift Planning module consists of several interconnected areas:
For Employees
Section titled “For Employees”| Area | Description |
|---|---|
| Calendar | Overview of all shifts in daily, weekly, or monthly view |
| My Shifts | List of own assigned shifts |
| Open Shifts | Available shifts that can be taken over |
| Availability | Enter own availability for planning |
| Exchange Requests | Exchange or give away shifts with colleagues |
For Administrators
Section titled “For Administrators”| Area | Description |
|---|---|
| Schedule Editor | Visual editor for creating and editing schedules |
| Shift Types | Definition of different shift types |
| Locations | Management of multiple workplaces |
| Rules | Working time rules and validation |
| Notifications | Configure automatic notifications |
Quick Start
Section titled “Quick Start”- Activate module: Activate the Shift Planning module in the Feature Gate
- Define shift types: Create your shift types (e.g., early shift, late shift)
- Assign employees: Connect the module with your Members module
- Create first schedule: Use the Schedule Editor for your first plan
- Activate availability: Allow employees to enter their availability
Editor Tabs
Section titled “Editor Tabs”The Shift Planning Editor is organized into six tabs:
General
Section titled “General”Basic settings for the entire module:
- Activate/deactivate module
- Set default calendar view
- Define week start (Monday or Sunday)
Shift Types
Section titled “Shift Types”Define different types of shifts:
- Name and description
- Color coding for the calendar
- Default times (start and end)
- Break times
Locations
Section titled “Locations”For companies with multiple workplaces:
- Add and manage locations
- Location filter in calendar
- Assign employees to locations
Working time rules and validation:
- Maximum working hours per week
- Minimum rest time between shifts
- Overtime handling
Display
Section titled “Display”Visual settings for the calendar:
- Default view (Day, Week, Month, List)
- Color scheme and presentation
- Employee grouping
Notifications
Section titled “Notifications”Configure automatic notifications:
- New shift assigned
- Shift changed or deleted
- Exchange request received
- Availability reminder
Availability
Section titled “Availability”The availability function allows employees to manage their work readiness themselves:
- Enter daily: Set status for each day individually
- Time preferences: Optionally specify preferred working times
- Shift type preferences: Mark preferred shift types
- Notes: Add reasons or hints
- Quick actions: Set all weekdays or weekends at once
Approval Process
Section titled “Approval Process”Optionally, you can activate an approval process for availability changes:
- Employee enters availability
- Manager reviews and approves or rejects
- In case of rejection with reason
Deadlines
Section titled “Deadlines”You can set a deadline by when availabilities must be submitted:
- Days before the start of the planning period
- No changes possible after expiration
- Automatic reminders before deadline
Shift Exchange
Section titled “Shift Exchange”Exchange Process
Section titled “Exchange Process”- Employee creates exchange request
- Target employee (or anyone for “give away shift”) accepts
- Optional: Manager approves the exchange
- Shifts are automatically reassigned
- Both employees are notified
Exchange Marketplace
Section titled “Exchange Marketplace”The marketplace shows all open exchange requests:
- Shifts that are being given away
- Filter by date and shift type
- One-click takeover
Manager View
Section titled “Manager View”Managers see an additional “Approvals” tab with:
- All pending exchange requests
- Approve or reject with reason
- Overview of completed exchanges
Schedule Editor
Section titled “Schedule Editor”The visual schedule editor is the heart of shift planning:
Functions
Section titled “Functions”- Timeline: Horizontal timeline with hours
- Employee rows: Each employee has their own row
- Drag & Drop: Create and move shifts by dragging
- Zoom: Enlarge/reduce timeline
- Location filter: Show only relevant employees for multi-location
Actions
Section titled “Actions”- Templates: Save weekly schedules as templates and reuse
- Auto-fill: Suggest shifts based on availability
- Publish: Make schedule visible to employees
- Export: Export as PDF or Excel
Calendar Views
Section titled “Calendar Views”Day View
Section titled “Day View”Detailed view of a single day:
- All shifts sorted by time
- Employee assignments visible
- Status display (open, assigned, confirmed)
Week View
Section titled “Week View”Complete week at a glance:
- Seven columns for weekdays
- Shifts as colored blocks
- Weekend marking
Month View
Section titled “Month View”Calendar overview for the entire month:
- Compact display
- Number of shifts per day
- Navigation between months
List View
Section titled “List View”Chronological list of all shifts:
- Four weeks in advance
- Grouped by day
- Quick filter option
Frequently Asked Questions
Section titled “Frequently Asked Questions”How can I create a shift template?
Section titled “How can I create a shift template?”In the Schedule Editor, find the option “Save as template” under “More” (three dots). Give the template a name and use it again later.
Can employees exchange their shifts themselves?
Section titled “Can employees exchange their shifts themselves?”Yes, if you have activated the exchange function. Under “Rules” you can specify whether exchanges occur directly or require manager approval.
What happens with shift conflicts?
Section titled “What happens with shift conflicts?”The system automatically checks for conflicts (e.g., two shifts at the same time). Conflicts are displayed and must be resolved before saving.
How are employees informed about new shifts?
Section titled “How are employees informed about new shifts?”If notifications are enabled, employees automatically receive a push notification for new shifts, changes, or deletions.
Can I plan shifts for multiple locations?
Section titled “Can I plan shifts for multiple locations?”Yes, activate the multi-location function under “General”. Then you can create locations and assign employees and shifts to locations.