Employees Calendar & Employee Scheduling
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Employees Calendar
From Manage Employees Calendar it is possible to see calendar of a specific employee. You can select from dropdown menu the name of a specific employee to view work shifts and related spots + created availaibities.
You can see this visualisation by day, by week or by month (choosing the relative button):
Moreover clicking on color key you can explore what each color means:
Insert activity
It’s possible to can set activities for particular time spans of the employee (to create a new activity read here relative documentation)
1. Selecting three dots menu of a workshift, you can click on Activities:
2. Then Add new:
3. Insert activity type, date and hour:
4. You can view created activity:
5. You’ll see the activity also on the workshift with identification colour:
Add availability
The planner can set also the availability for particular time spans of the employee.
Selecting the employee from the drop-down menu, you can click on Add Availability to set time span and status:
Absent (brown): type of absence included in the employee's weekly amount of hours (if an employee is for example in sick or on vacation), during which he/she can never be assigned to any shift
Unavailable (red): an employee is unavailable for a particular time span, but this unavailability is not counted in the minimum number of working hours. During this time span he/she can’t be assigned to any shift (for example an employee unavailable to work in the morning but available in the afternoon)
Desired (green): employee preferences for particular time intervals when he/she would like to work (for example employee would like to work in the morning)
Undesired (orange): employee preferences for particular time intervals when he/she would not like to work (for example employee would not like to work on Saturday)
Lunch Break to add manually the lunch break for the employee
Moreover you can switch on the option for the entire day, by inserting only the date you need:
Then choose date and hour and if you want to create an availability for repeatable events you can switch on Repeat Event
You have to choose the date from which you want to start the repeatable event
The start and end time must be the same day
Then you choose “up to day”, so the last day of repeatable event and you can activate the repetition:
on week days (from Monday to Friday)
on weekend days (Saturday and Sunday)
on specific days that you switch on
In this example you have an employee absent for vacation from 13 August (9am-18pm) up to 27 August and the event is repeatable all days of the week.
By clicking on +Add the availability is published on employee calendar
Moreover when you click on +Add, the system informs you that, by publishing availability, all shifts assigned to the specific employee during the selected time frame will become unassigned.
If for example you need to edit or delete a created availability you can use multiselect option to choose availabilities to change/delete → select option to apply from 3 dots menu (e.g. you can delete or edit them from absent to undesired)
Moreover if you insert as status Absent, you can see an other field to specify absence reason from the list (e.g. holidays, sick...)
If the entered absence does not cover the entire shift, the shift is updated leaving the employee with the “remaining” part and an unassigned shift is generated for the hour(s) related to the employee's absence
The algorithm accommodates these preferences when possible. Therefore when you launch Solve Roster, the algorithm will consider that it can never enter unavailable/absent employees, while it will try to respect the desired/undesired preferences, unless it is necessary to enter as resources those particular employees into the shifts.
If you want to find out how to change shifts in case of sudden absences click here
Absence reason
In Admin/Absence reason section, you can find all the created absence reason, from which you can choose when you indicate in the availability that an employee is absent. By default these 3 reasons are created: holidays, leave, sick.
Moreover by clicking on Add new, you can create a new one, by indicating the relative name and a color to identify the activity when it will appear in the employee scheduling. You will find it in the dropdown menu of absense reasons when you add an availability
Employee Scheduling
The section Employee Scheduling allows the visualisation of all employees with their work shifts on a single page, also indicating spots in which they are planned.
On the top of the page, you can see spot filter to choose spot for which you want to view shifts and it’s also possible to select one or more teams to filter the scheduling
You can see planning of each week, with the assigned workshifts and different activities (like also lunch break option inserted by default) and you can:
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Change week clicking on arrows | View first created draft | Toggle Compact View |
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Zoom in or zoom out | Refresh visualisation |
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For Toggle Compact View, if you have more consecutive shifts related to the same spot you can see them with a compact visualisation:
By clicking on 3 dots of a specific shift, you can Edit or Delete it, open Employees calendar and enter Activities (which will be added directly in the scheduling)
On employee scheduling section you can also view the inserted availabilities