Below is a collection of useful tips and guidance for the daily use of work schedules by employees, supervisors, planners, and administrators.

Using work schedules

Employees

After becoming a member of a published work schedule group, and possibly also a holiday schedule group, employees will immediately see the related planned events and rest times in their Worktime calendar and mobile.

Employees can record to Worktime normally, and the calculations will consider the planned events vs the recorded ones. 

Subordinates

Supervisors can see subordinates planned and recorded events and deviations in their Worktime calendar. If the recorded events deviate from the planned ones enough, they are indicated as such in the approval views and reports.

If supervisors should do planning adjustments for their subordinates, they can make Deviations using the Planning section tools. Visit planning and filter to the desired schedule, then edit the subordinates planned events before publishing them.  Published deviations appear for the subordinates immediately and can have an accompanying planning note giving a reason for the change, if necessary.

Please also read the "Planning permission for supervisors heading" below.

Planning permissions for supervisors

Depending on your workflow, supervisors might be required to approve and plan changes to their subordinates' scheduled events, rest times and holidays. In this situation, they will first require planning permissions for the work schedule in question.

To do this, visit Planning > Locations > Choose the desired work schedule "location". Under the heading "Location persons", add the supervisor. If the supervisor is a member of the schedule, then also flag them as a "Location resource".

Please note that access to the Planning section is restricted by role permissions. For more information please check the Work schedules requirements & setup article.

Reacting to real-world situations

A plan rarely remains unchanged in contact with the real world, so it is essential that teams can react and adapt to changing situations whilst remaining controlled and coordinated.

Below are headings with guidance for handling the most common situations.

Swapping/Changing planned events

Many situations can result in the need to change a planned event for a person. This is done using the Planning section.

1. Choose the relevant Unit, and filter the planning view to the related work or holiday schedule.
2. Browse to the person who's shift you wish to change
3. Edit the shift as desired. It will appear as a deviation that needs to be published
4. Publish the change
5. The affected person's Worktime calendar and mobile will immediately be updated and highlight that there is a deviation to their usual work schedule.

New employees

When new employees join, they naturally will not be part of any work schedule. They can be assigned to one either via

• Employees > Person info
• or, Planning > Work schedules > Desired schedule > Members tab

Flexible resources

Sometimes it is useful to have some people available as extra resources to a work schedule, even if they do not directly follow it. This means that they will not normally see the planned events from the work schedule, but are still visible in the Planning view as a resource for it, and can be assigned related planned events from there when needed.

To set this up;

1. Go to, Planning > Locations > Choose the desired schedule "location"
2. Under the "Location people" heading, add the person and flag them as a Location resource

Managing group memberships

Please see the "Manage group memberships" heading on the Work schedules requirements & setup article.

FAQ

We will publish FAQ headings here, as we encounter them.