In order to use shift planning, at least one unit must be established in the service and that unit needs to have at least one location. Once a shift planning location is established, it forms a project to the Worktime section with the corresponding name and code.
This instruction describes a situation in which a completely new location is established under a unit, where the employees work in shifts, and thus there is a need to plan shifts for them to the location.
Instructions for decommissioning a location can be found here.
Adding a location
1. Choose Locations from the main menu.
2. Choose the right unit
Select the unit under which the new location belongs, from the Change Unit section. Once you have selected the corret unit, click the Continue button. If several units have already been established for the service, they can be selected from this list
3. Locations view and the locations tree
You can see all the locations that may already be under the unit. If the unit does not yet have a single location, you will only see the New location line.
Add the new locations by giving the location a name, a calculation unit (code) and if necessary, a category. Confirm the addition of the location with the Save button.
The category defines the placement of the new location in the location tree. In the example above, the locations Espoon keskus and Leppävaara are under the category Espoo, which means that they are sub-locations of category Espoo. On the right side of the page, you can see the real-time tree structure of the locations:
It is possible to edit the name, category, calculation unit and validity periods of all locations from the pen button next to each location. If, for example, the category information is incorrect for the new location, it can be corrected. After this, the location also moves to the right place in the location tree.
After adding a new location, always check the location tree on the right side of the page and make sure the location is in the right place.
When a new location has been added, you still need to connect the persons working for the location to it. Follow the instructions of the following article Why is an employee not visible in the planning view? to make sure that all necessary people are visible in the planning view of the new location.
Location and the Worktime section projects
The location added under a unit always forms a project with the corresponding name and code to the Worktime section. In the example below, a new location has been created under the name Leppävaara, in the category Espoo.
In the Worktime section, by clicking the Projects menu and choosing Project list, the location in question is shown as a project. Work time can be allocated to the project, for example when logging work events.
If the location and the cost center/project where the actual work events are allocated to are the same, it is therefore not necessary to set up a separate corresponding project on the side of the Worktime section.
Important note: Changes made to locations must always be made on the Locations section using the pen button in front of each location. Changes to locations are automatically updated in the corresponding project in the Worktime section.