The working-time rules of a location live on three pages of the location editor: "Overtime" and "Night time and breaks" in the WORKING TIME group, and "Swaps and giveaways" in the SCHEDULE group. Together they decide how Proplanum counts overtime and night work at a given location, and whether employees may swap shifts, give them away and take open shifts. Every setting applies to that one location only — the others may be configured differently.

These pages are edited by the Organisation Administrator, Advisor and Location Manager roles.

Opening the working-time pages

1. In the menu on the left click Locations (the ORGANISATION group).
2. On the chosen location click the pencil icon ("Edit location") in the row or the three-dot menu.
3. In the settings panel on the left choose "Overtime", "Night time and breaks" or "Swaps and giveaways".

Overtime

The section sets the thresholds above which an employee's hours count as overtime, and how that overtime is settled.

• "Calculate daily overtime" — once ticked, the "Number of hours" field holds the daily threshold (8 h by default). After that many hours in a day the following ones count as overtime. The threshold field is active only while the option is ticked.
• "Calculate double overtime daily" — a second, higher daily threshold. Above it overtime is counted double. The value has to be higher than the daily overtime threshold.
• "Count entries outside the schedule as overtime" — a time entry with no planned shift is marked as overtime the moment it ends, with no manual step. It applies to employment contracts only. The option stays greyed out until you switch "Recording working time outside the shift" on on the "Registration" page — without it unplanned entries never appear.
• "Automatic overtime balancing" — overtime automatically covers the hours missing from the plan at a 1:1 rate, without the premium, within the organisation's overtime claim window.
• "Overtime settlement period" — a list deciding how overtime above the weekly norm is counted. Weekly — separately for each week, skipping employees in the equivalent work system. Settlement period — together at the end of the settlement period taken from the planning settings, for everyone, the equivalent system included. Disabled — not counted at all.

Night time and breaks

On the "Night time and breaks" page you determine which hours the night period covers, what the supplement for working them is calculated from, and whether breaks are paid. The supplement itself is 20% and is fixed.

• "Start of the night shift" — the starting hour, chosen from a list of whole hours between 20:00 and midnight.
• "End of the night shift" — the ending hour, chosen from a list of whole hours between 4:00 and 8:00. While choosing you can see the length of the whole night window.
• "Night bonus based on minimum wage" — when ticked, the supplement is calculated from the minimum wage; when cleared — from the employee's hourly rate.
• "All breaks are unpaid" — in the "Breaks" section below; once on, every break planned in this location's schedule is counted as unpaid.

Swaps and giveaways

The "Swaps and giveaways" page (the SCHEDULE group) switches on three independent mechanisms with which employees pass shifts between themselves. Each has its own switch, and swaps and giveaways additionally have their own manager approval option.

• "Shift swaps" — an employee proposes a 1:1 shift swap to a colleague. Both shifts have to belong to the same location, and neither may already be running or start within the coming hour.
• "Swap requires manager approval" — after the colleague agrees the swap still waits for the manager. With the option off the shifts change owners as soon as the colleague accepts.
• "Open shifts" — switches on the pool of free shifts. The planner posts a shift with no employee assigned and whoever wants it takes it, first come, first served.
• "Shift giveaways" — an employee gives their shift away to the open pool without naming anyone. The option becomes active only once open shifts are on, because a given-away shift lands in exactly that pool.
• "Giveaway requires manager approval" — a given-away shift shows up in the pool only after the manager agrees. Without this option it lands there straight away.

Where employees see these features

The mechanisms you switch on appear in the mobile app — an employee submits a proposal from their shift screen and the manager settles it in the decision queue. In the browser the submissions are collected on the "Shift swaps & giveaways" tab in the "Requests" module, and open shifts sit in a separate schedule row.

Saving changes

Updated on: 08/09/2026