The schedule is one of Proplanum's key tools — in one place you lay out, edit and publish the whole team's work schedule. This guide shows how to open the tool and how to read its main elements before you move on to creating shifts.

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

How to open the Schedule

You open the schedule from the left vertical icon bar — choose the "Work schedule" icon.

The schedule for the current period opens. Use a browser to lay out the schedule — it is more convenient than the mobile app.

The view and the employee list

In the main window you will see the schedule for the chosen range: Week, 2 weeks, 4 weeks or Month. On the left is the list of employees assigned to the location — next to each person you can see the number of planned hours and the cost (when rates are set).

If an orange dot appears next to an employee, click it — a window opens with the sections:

• "LABOUR LAW" — breaches of the regulations (depending on the message settings),
• "REQUESTS" — requests submitted and awaiting approval,
• "WORK TIME" — the total planned hours against the full-time equivalent or the limit.

You set hour and pay limits in the employee editor — once they are exceeded the system shows a message. If you turn on the planning lock after the end of a contract at the location, that employee's cells will be locked after the contract end date, with a message.

The "Unassigned" row at the top of the schedule is the place for shifts with nobody assigned — you expand and collapse it with the arrow, and assign the shifts later by hand or through generation.

The toolbar — the left part (filters)

The left part of the bar decides what you see on the schedule and how.

• "Location" — display the schedule for one, several or all locations.
• The window range — "Week", "2 weeks", "4 weeks" or "Month".
• "View options" (showing "Selected: N") — a dropdown list with the fields: Shifts, Requests, Availability, Time stamps, From other locations, Time off in lieu, Group view; at the bottom "Save current view", "Restore defaults" and "Preference settings".
• "Filters" — narrows the employee list by tags, contract type and role. The chosen filter becomes the active scope for the whole schedule and for exports. We describe it in Search, sorting and view settings.
• The ◄ ► arrows scroll the period, and clicking the middle of the date range returns to the current period.

The toolbar — the right part (actions)

The right part holds the actions on the schedule.

• "Refresh" — load the latest data if somebody has changed the schedule since you opened the page.
• "Copy" — copy the schedule and save and load templates (only with a single location selected).
• "Statistics" — charts of costs, the number of shifts and work time, plus a summary of the period.
• "Export" — PDF printouts and Excel files; only published shifts go into the printout.
• "Options" — among other things marking shifts as unassigned, deleting shifts, automatic breaks, unpublishing.
• "Generate" — automatic schedule layout (requires a plan with that feature).
• "Publish" — at the end of the bar, with a counter of unpublished shifts; once clicked, employees get a notification.

On narrower screens the bar's controls collapse to icons alone — hover over an icon to see its name in a tooltip.

Adjusting the view

Under the "View options" button you decide which layers of the schedule are visible, and you can save the layout for the future.

• Tick what should be visible: Shifts, Requests, Availability, Time stamps, From other locations, Time off in lieu, Group view.
• "Save current view" remembers the settings, "Restore defaults" resets them, and "Preference settings" opens further display options.

What next

That was an overview of the tool — we describe the details of each feature separately:

• A basic shift in the schedule – creating and managing
• The employee list in the schedule
• Statistics in the schedule
• Copying and schedule templates
• Publishing schedule changes

You will find all the articles about planning in the Schedule Planning category.

Updated on: 10/08/2026