Work schedules are created in the Planning view. In the Work schedules view, you can create a shift calendar or a holiday calendar.
Selecting the Unit
Before creating a new work schedule, select the unit under which the new shift calendar will belong. Select Change Unit, choose the desired unit from the unit menu, and click the Continue button. Instructions for adding a unit can be found here.
Entering Basic Information
Add the basic information for the work schedule, such as name, type, code, and description. The type can be a work schedule or a holiday schedule. Save the changes. A project is automatically created with the name of the shift calendar, to which the events of employees working according to the shift calendar can be assigned. The assignment can be enabled by using the setting "Assign event logging to the planned work shift project" in the project assignment settings.
After saving, a new site will be created under the Unit section in the Sites tree structure with the name saved in the work schedule's basic information. The shift calendar site can also be selected in the Planning section.
Adding a Schedule Group
Add schedule groups by clicking the Add button. Add a name and code for the schedule groups and specify whether the schedule group is active. You can edit the schedule group information by clicking the Pencil icon. Save the changes.
Schedule Periods
Add a new schedule period by clicking the Add button.
Specify a name, description (optional), and start and end dates for the period. Once the basic information is saved, fill in the shift types, group shift patterns, and any exceptions in the shift calendar.
Shift Types
Add shift types related to the shift calendar period by clicking the Add button.
For each shift type, add at least an Alias (maximum 16 characters), a name describing the Alias, event type, start time, end time, and the deduction for the assumed meal break. More detailed instructions on how the assumed lunch reduction works can be found here. The event types in the event type menu are event types activated in the service. Instructions for adding, activating, and editing event types can be found here.
Shift Patterns
Add a shift rotation pattern related to the work schedule by clicking the Add button.
Select the desired group and design the shift rotation using the abbreviations of the shift types. Use spaces to separate shifts. There is no character limit in the Shift Rotation field.
Set the shift rotation offset. A value of 0 starts the shift rotation from the first shift. Positive values delay the first shift of the rotation, and negative values bring it earlier.
If necessary, specify whether public holidays are skipped. When the Skip Public Holidays setting is enabled, the shift according to the rotation on a public holiday is replaced with a No Shift (-) shift. The public holidays for the shift calendar are defined in the Work Community settings under the Working Hours section.
Save the changes. The shift rotation can be edited by clicking the pencil icon.
If no shift rotation is defined, only a - should be entered in the Shift pattern field.
Editing a Schedule Period in the Calendar View
Editing a shift calendar period is possible in the calendar view by going to the desired day and group, clicking with the left mouse button, and changing the shift rotation from the drop-down list. Changes are saved automatically.
Adding a Note to the Shift Calendar
Notes can be added to the days of the work schedule calendar period by selecting the desired day and group. Click with the left mouse button, select Add Note, and fill in the title and description. Save the changes.
The note will appear in the calendar of persons linked to the shift group on that day.
Publishing the Work schedule
When the work schedule is ready to be published, press the Publish button at the top of the calendar, after which the publishing window will open. Press the Publish button in the publishing window as well. After publishing, the shifts will be visible in the shift planning view and in the calendars of persons linked to the shift groups.