Articles on: Schedule Planning

Creating and managing a shift

A shift is the basic element of the schedule — it gives an employee working hours, a position and breaks on a particular day. In Proplanum you add one by hand in a few clicks, and you save recurring shifts as a template so you do not have to enter the same thing every time. Below we show how to create a shift, plan the breaks and manage it.

Remember: Everyone can see the schedule, but only the Manager (at their location), the Location Manager (at their assigned locations), the Advisor and the Organisation Administrator (across the whole company) can lay out, edit and publish shifts. An Employee has view-only access.

You can read about navigation and the toolbar in [Getting started with the Schedule tool](Pierwsze kroki w narzędziu Grafik).

Creating a shift

From the left icon bar choose "Work schedule".
Set the window range ("Week", "2 weeks", "4 weeks" or "Month") and find the employee's row and the day you want to add the shift to.
Click the empty cell where the employee and the day intersect.

The empty cell in the schedule you click to add a shift

The "New shift" window opens. On the left you will see a summary of the employee's planned hours and costs. In the "Basic details" section choose the Employee, the Position and a Tag (if you use them), and in the "Work time" section set the Start and the End of the shift.

The "New shift" window with the Basic details, Work time and Comment sections

Planning breaks

In the "Breaks" section you can add a break to the shift: choose the type (paid or unpaid), the length and the start hour — "Any time" or "At". The "+" button adds another break.

The "Breaks" section: paid/unpaid type, length and start hour

Important: Which kinds of breaks you can plan and which ones employees will record depends on the location settings — see Locations.

Saving a shift as a template

Save a recurring shift as a template so you can load it later with a single click. At the bottom of the window click "Options" and then "Save as shift template". Templates are useful for fixed shifts in particular positions — you do not have to enter the hours every time.

The "Options" menu in the shift window with the "Save as shift template" item

Once everything is ready, click "Save" — the shift appears in the schedule as a draft.

Managing a shift

Hovering over an existing shift brings up quick action icons in the cell:

Edit — opens the shift window to correct the hours, the position, the breaks or the assigned employee.
Copy — copies the shift to further periods for the same employee, or to another employee in the same position.
Delete — removes the shift from the schedule.

The Edit, Copy and Delete icons visible when hovering over a shift

An unassigned shift

Sometimes you want to plan a shift and assign the staffing later. You create it just like an ordinary one, only without choosing an employee in the "Basic details" section. Such a shift goes into the "Unassigned" row at the top of the schedule (you expand and collapse it with the arrow).

You then assign it to somebody by hand (Edit → Employee) or automatically — see [Automatic schedule from unassigned shifts](Grafik automatyczny na podstawie nieprzypisanych zmian).

Publication

Until you publish the schedule, it stays a draft and is invisible to employees. To share the shifts, click "Publish" in the top right corner — the details are in [Publishing schedule changes](Publishing schedule changes).

Updated on: 07/08/2026

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