Basic schedule change – creating and managing
Scheduling work shifts is one of the bigger challenges in team management. At Proplanum, we offer a modern tool for creating and managing work schedules, which allows both manual shift additions and intelligent, automatic scheduling. In this article, you will find tips on how to create a basic shift in the schedule and how to manage it. In subsequent articles, you will read about faster scheduling methods.
Remember: Every application user can view the work schedule, but only Supervisors (only in their location), Location Managers (in assigned locations), and Organization Administrators (for the entire company) have permissions to arrange, edit, and publish schedules.
Read about the first steps in the Schedule tool here.
After logging into your account, select the "Schedule" tab from the main toolbar.
A calendar window with the work schedule will open, where you can adjust the view to a week, two weeks, or a month.
Select the employee and the day you want to add a shift to and click on the empty shift field.
A window with a new shift will open. On the left side, you will see a brief summary of working hours and costs for the given employee. Set the exact start and end times of the shift, specify the position and tag if needed.
Click "Break Details" , and you will also be able to schedule the type of breaks (paid/unpaid) and their duration in minutes, and even set the time from which it should start.
Remember: You can schedule multiple breaks for your employees.
Important: The type of breaks you schedule, which will then be recorded by employees, depends on the settings in a given location. You can read about configuring break settings in a given location here.
Click "Save", and the new shift will appear on the schedule in draft mode.
Click the arrow on the "Save" button, and a dropdown list with available options for creating and saving shifts will appear:
Repeat for tomorrow - the shift will be added for the selected day and the next day.
Repeat for the rest of the week - the shift will be scheduled for the specified day and the remaining days of the week.
Repeat for specific days - the shift will be added for the selected day. In a new window, choose the days you want to schedule this shift for.
After clicking "Publish" in the upper right corner, your employee included in the shift will receive a notification about it on their account. You can read about publishing schedule changes here.
You can manage any shift change using the available functions, such as:
Add - the first icon with a plus allows you to add another shift for a given employee on a specific day.
Edit - the second icon - allows you to edit a given shift.
Copy - the icon allows you to copy the shift to subsequent periods. Click on it, and the shift will start blinking, allowing you to copy it to future periods for the selected employee or another employee in the same position.
Delete - the trash icon allows you to delete the shift.
Remember: Until the schedule is published, it will not be visible to employees.
After logging into your account, select the "Schedule" tab from the main toolbar.
A calendar window with the work schedule will open, where you can adjust the view to a week, two weeks, or a month.
From the "Unassigned Shifts" window, select the day you want to add a shift and click on the empty shift field.
A window with a new shift will open. Set the start and end times of the shift, specify the position and tag if needed. The entire process of adding unassigned shifts is done in the same way as a basic shift, you just don't add an employee.
Click "Break Details" , and you will also be able to schedule the type of breaks (paid/unpaid) and their duration in minutes, and even set the time from which it should start.
Remember: You can schedule multiple breaks for your employees.
Important: The type of breaks you schedule, which will then be recorded by employees, depends on the settings in a given location. You can read about configuring break settings in a given location here.
Click "Save" , and the new shift will appear on the schedule in draft form.
Click the arrow on the "Save" button, and a dropdown list with available options for creating and saving shifts will appear:
Repeat for tomorrow - the change will be added for the selected day and the next day.
Repeat for the rest of the week - the change will be scheduled for the specified day and the remaining days of the week.
Repeat for specific days - the change will be added for the selected day. In the new window, choose the days you want to schedule this change for.
A new change will appear in the "Unassigned Changes" window. You can add an unlimited number of unassigned changes and later assign them to specific people, then publish them. Read about publishing changes in the schedule here.
Remember: By default, the system will only suggest employees available for the specified position in the dropdown list of unassigned changes.
Remember: Every application user can view the work schedule, but only Supervisors (only in their location), Location Managers (in assigned locations), and Organization Administrators (for the entire company) have permissions to arrange, edit, and publish schedules.
Read about the first steps in the Schedule tool here.
Creating a Basic Shift in the Schedule
After logging into your account, select the "Schedule" tab from the main toolbar.
A calendar window with the work schedule will open, where you can adjust the view to a week, two weeks, or a month.
Select the employee and the day you want to add a shift to and click on the empty shift field.
A window with a new shift will open. On the left side, you will see a brief summary of working hours and costs for the given employee. Set the exact start and end times of the shift, specify the position and tag if needed.
Click "Break Details" , and you will also be able to schedule the type of breaks (paid/unpaid) and their duration in minutes, and even set the time from which it should start.
Remember: You can schedule multiple breaks for your employees.
Important: The type of breaks you schedule, which will then be recorded by employees, depends on the settings in a given location. You can read about configuring break settings in a given location here.
Click "Save", and the new shift will appear on the schedule in draft mode.
Click the arrow on the "Save" button, and a dropdown list with available options for creating and saving shifts will appear:
Repeat for tomorrow - the shift will be added for the selected day and the next day.
Repeat for the rest of the week - the shift will be scheduled for the specified day and the remaining days of the week.
Repeat for specific days - the shift will be added for the selected day. In a new window, choose the days you want to schedule this shift for.
After clicking "Publish" in the upper right corner, your employee included in the shift will receive a notification about it on their account. You can read about publishing schedule changes here.
Change Management
You can manage any shift change using the available functions, such as:
Add - the first icon with a plus allows you to add another shift for a given employee on a specific day.
Edit - the second icon - allows you to edit a given shift.
Copy - the icon allows you to copy the shift to subsequent periods. Click on it, and the shift will start blinking, allowing you to copy it to future periods for the selected employee or another employee in the same position.
Delete - the trash icon allows you to delete the shift.
Remember: Until the schedule is published, it will not be visible to employees.
Creating a Basic Unassigned Shift in the Schedule
After logging into your account, select the "Schedule" tab from the main toolbar.
A calendar window with the work schedule will open, where you can adjust the view to a week, two weeks, or a month.
From the "Unassigned Shifts" window, select the day you want to add a shift and click on the empty shift field.
A window with a new shift will open. Set the start and end times of the shift, specify the position and tag if needed. The entire process of adding unassigned shifts is done in the same way as a basic shift, you just don't add an employee.
Click "Break Details" , and you will also be able to schedule the type of breaks (paid/unpaid) and their duration in minutes, and even set the time from which it should start.
Remember: You can schedule multiple breaks for your employees.
Important: The type of breaks you schedule, which will then be recorded by employees, depends on the settings in a given location. You can read about configuring break settings in a given location here.
Click "Save" , and the new shift will appear on the schedule in draft form.
Click the arrow on the "Save" button, and a dropdown list with available options for creating and saving shifts will appear:
Repeat for tomorrow - the change will be added for the selected day and the next day.
Repeat for the rest of the week - the change will be scheduled for the specified day and the remaining days of the week.
Repeat for specific days - the change will be added for the selected day. In the new window, choose the days you want to schedule this change for.
A new change will appear in the "Unassigned Changes" window. You can add an unlimited number of unassigned changes and later assign them to specific people, then publish them. Read about publishing changes in the schedule here.
Remember: By default, the system will only suggest employees available for the specified position in the dropdown list of unassigned changes.
Updated on: 01/08/2024
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