Getting started with the Schedule tool
This guide will introduce you to the Schedule tool, one of the key tools of Proplanum. Every user of the application 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 the permissions to create, edit, and publish schedules.
Before you start planning your team's work, it is worth getting acquainted with this tool, which will significantly streamline the entire process. The Schedule is available both in the web browser and in the mobile app. Use the web browser to plan and create schedules for your team.
After logging into your account, you will find yourself on the main dashboard.
On the top toolbar, select the "Schedule" tab.
In the main view, you will see a detailed work schedule for the selected period (weekly, bi-weekly, monthly). The program by default displays the schedule for the current period, but you can always change this.
On the left side, a list of employees assigned to specific locations is displayed. For each person, you will find information about the number of hours scheduled for a given period and the associated costs.
Remember: If an employee is assigned to two locations (main and additional), the application automatically monitors their schedule changes. The system will not allow the creation of schedules with errors, such as overlapping shifts, ensuring accurate and seamless management of employees' working hours.
If an orange dot appears next to an employee, clicking on it will open an additional window with information about pending requests for approval or notifications of labor code violations. More information about labor code notification settings can be found here.
The toolbar is divided into two parts:
Location - the button allows you to select and display the schedule in the chosen location. You can display the schedule for one, several, or all locations.
Time period - choose the period for which you want to display the work schedule – weekly, bi-weekly, or monthly.
View options: - choose what you want to see on the schedule:
Shifts - all employee shifts are visible.
Requests - all employee requests related to vacations and absences are marked. Accepted requests are
marked with a solid color, and those requiring approval are marked with a lighter striped color.
Availability - you will see the availability of employees, which will facilitate work planning.
Date range - choose the date range for which you want to display the schedule.
Refresh - click to load the latest information if you or other users have made changes since the page was loaded.
Copying - allows you to copy the schedule, save and create new templates, and load them. More about the options available in this feature can be found in the article "Copying the schedule"
Important: The copying option is only available after selecting the schedule in one location.
Statistics - here you will find charts and statistics regarding the budget and demand.
Export - export schedules to XLS or CSV files, which allows you to print them if needed.
Options - here you will find options such as:
Mark shifts as unassigned - all shifts will be marked as unassigned and moved to the „Unassigned shifts” window, from where they can be assigned to employees.
After using the option:
Remove unassigned changes - removes all unassigned changes from the "Unassigned changes" window.
After using the option:
Remove all changes - removes all changes in the schedule
Unpublish schedule - the published schedule will be unpublished
Generation - faster creation of work schedules using available functions including:
Based on set hours - automatic assignment of shifts based on employee preferences and working hours.
Scheduling using templates - use templates for quick shift assignment.
Assigning unassigned shifts - the system automatically assigns unassigned shifts to available employees.
Detailed description can be found in the section "Quick Schedule Generation Options".
Publish - displays the number of unpublished changes. By clicking the "Publish" button, all changes are saved and notifications are sent to employees.
Remember to always save all changes before leaving the tool.
Important: The application does not allow creating a schedule with errors, e.g., overlapping shifts for a given employee.
Remember: The planned work schedule can be verified for compliance with the Labor Code regulations. Detailed settings for this function can be found in the article "Labor Code"
Before you start planning your team's work, it is worth getting acquainted with this tool, which will significantly streamline the entire process. The Schedule is available both in the web browser and in the mobile app. Use the web browser to plan and create schedules for your team.
After logging into your account, you will find yourself on the main dashboard.
On the top toolbar, select the "Schedule" tab.
Schedule View
In the main view, you will see a detailed work schedule for the selected period (weekly, bi-weekly, monthly). The program by default displays the schedule for the current period, but you can always change this.
Employee List
On the left side, a list of employees assigned to specific locations is displayed. For each person, you will find information about the number of hours scheduled for a given period and the associated costs.
Remember: If an employee is assigned to two locations (main and additional), the application automatically monitors their schedule changes. The system will not allow the creation of schedules with errors, such as overlapping shifts, ensuring accurate and seamless management of employees' working hours.
If an orange dot appears next to an employee, clicking on it will open an additional window with information about pending requests for approval or notifications of labor code violations. More information about labor code notification settings can be found here.
Toolbar
The toolbar is divided into two parts:
Filters regarding the way and form of schedule display
Location - the button allows you to select and display the schedule in the chosen location. You can display the schedule for one, several, or all locations.
Time period - choose the period for which you want to display the work schedule – weekly, bi-weekly, or monthly.
View options: - choose what you want to see on the schedule:
Shifts - all employee shifts are visible.
Requests - all employee requests related to vacations and absences are marked. Accepted requests are
marked with a solid color, and those requiring approval are marked with a lighter striped color.
Availability - you will see the availability of employees, which will facilitate work planning.
Date range - choose the date range for which you want to display the schedule.
Schedule options available on the right side of the toolbar
Refresh - click to load the latest information if you or other users have made changes since the page was loaded.
Copying - allows you to copy the schedule, save and create new templates, and load them. More about the options available in this feature can be found in the article "Copying the schedule"
Important: The copying option is only available after selecting the schedule in one location.
Statistics - here you will find charts and statistics regarding the budget and demand.
Export - export schedules to XLS or CSV files, which allows you to print them if needed.
Options - here you will find options such as:
Mark shifts as unassigned - all shifts will be marked as unassigned and moved to the „Unassigned shifts” window, from where they can be assigned to employees.
After using the option:
Remove unassigned changes - removes all unassigned changes from the "Unassigned changes" window.
After using the option:
Remove all changes - removes all changes in the schedule
Unpublish schedule - the published schedule will be unpublished
Generation - faster creation of work schedules using available functions including:
Based on set hours - automatic assignment of shifts based on employee preferences and working hours.
Scheduling using templates - use templates for quick shift assignment.
Assigning unassigned shifts - the system automatically assigns unassigned shifts to available employees.
Detailed description can be found in the section "Quick Schedule Generation Options".
Publish - displays the number of unpublished changes. By clicking the "Publish" button, all changes are saved and notifications are sent to employees.
Remember to always save all changes before leaving the tool.
Important: The application does not allow creating a schedule with errors, e.g., overlapping shifts for a given employee.
Remember: The planned work schedule can be verified for compliance with the Labor Code regulations. Detailed settings for this function can be found in the article "Labor Code"
Updated on: 01/08/2024
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