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Working with Schedules

Once a schedule is created and shifts are generated, you'll need to review, edit, and publish it. This guide covers the day-to-day tasks of managing schedules.

View modes

The schedule can be displayed in different views:

View Description
Period view Overview of the entire period with employee rows and day columns. Best for seeing the big picture.
Day view Detailed view of a single day with a time axis. Best for checking coverage at specific times.
Table view Tabular representation. Best for quick bulk editing.

Switch views using the dropdown in the top right corner.

Pin rows

In the Day view, you can keep rows visible while scrolling:

  • Hover over a row and click the pin icon (Keep this row visible while scrolling) to pin a single row.
  • Click the pin icon in the section header (Keep all rows visible while scrolling) to pin the whole section.
  • Click the icon again (Unpin row / Unpin all rows) to release it.

Filter the schedule

Use the filter panel to narrow down which employees are shown in the schedule grid. The filters can be combined:

Filter Description
Search Text search by name, username, or contract name
Shifts in period All / With shift / Without shift - show everyone, only employees with at least one shift in the displayed period, or only employees without one
Show only these people Limit the grid to the selected employees
Hide these people Hide the selected employees
Skills Show only employees with at least one of the selected skills

Click Apply to apply the filters or Clear to reset them. The filter button shows the number of currently active filters.

Edit shifts

Right-click on a shift to open the context menu with available actions: Edit Shift, Add Shift, Duplicate Shift, and Remove Shift.

Move a shift

Drag and drop a shift from one employee to another, or from one day to another.

Add a shift

  1. Click on an empty cell in the schedule grid (or right-click and select Add Shift).
  2. Select a shift from the available options.
  3. The shift is added.

Edit a shift

  1. Right-click on an existing shift and select Edit Shift.
  2. Modify the shift details (start time, end time, break times).
  3. Save the changes.

Duplicate a shift

  1. Right-click on an existing shift.
  2. Select Duplicate Shift.
  3. The shift is copied to the same day.

Delete a shift

  1. Right-click on an existing shift.
  2. Select Remove Shift.
  3. Confirm the deletion.

Breaks in the schedule

In the Day view, breaks are drawn inside their shift blocks. Right-click a break to open its context menu:

  • Move break - Enter a new Break start time. The break must stay inside the shift; if the break has an allowed window defined (see Breaks), it must also stay inside that window - the dialog shows Allowed between X and Y.
  • Remove break - Delete the break from the shift.

Break Optimizer

The Break Optimizer re-distributes all breaks in the schedule so that as few employees as possible are on break at the same time, keeping coverage even throughout the day.

  1. Open the right panel and click Break Optimizer.
  2. Confirm the dialog. Manually placed break times will be overwritten.
  3. When it finishes, a message reports how many breaks were moved.

Employee information

Hover over an employee name in the schedule to see a quick summary of their hours and skills.

The popup shows:

Field Description
Shifts Hours Total hours from assigned shifts
Contract Hours Hours required by the employee's contract
Summary Comparison (e.g., 24/24 means contract fulfilled)
Vacation Hours Hours of vacation in this period
Skills Employee's assigned skills

Click Employee Detail to open the full employee profile.

Add employees

The last row of the name column is + Add employee. Use it to bring somebody into a schedule that has already been generated β€” a new hire, an agent transferred from another workplace, or a member of this workplace the scheduler keeps skipping.

  1. Click the + Add employee row below the last name in the schedule.
  2. Pick the person from the list.
  3. Fill in what the dialog asks for β€” Skills and Contract are shown only when the person is missing them.
  4. Click Add to plan.

The employee is added to the workplace, receives the selected skills and contract, and their hour fund for the period is calculated. That last step is what makes them visible to the scheduler, so an employee added this way can be scheduled straight away.

Who is offered

The list holds only the people this schedule cannot schedule yet, each with the reason next to their name:

Reason Meaning
Outside this workplace Not a member of the workplace this schedule belongs to
Needs a skill Has no skill this workplace has needs for
Needs a contract Has no contract
Contract does not cover this period Has a contract, but not one valid for the scheduled period

Someone who is fully set up and simply has no shifts already has a row in the schedule, so there is nothing to add for them and they are not offered.

Members of the workplace and a first page of everybody else are listed as soon as the dialog opens. Type at least two characters to search further β€” the list is capped, and it tells you when more people match than fit in it.

Giving them shifts

Adding somebody creates no new demand, so the schedule offers the next step itself:

  • Fill gaps is offered right after adding. The solver hands over the shifts the plan does not cover yet; existing assignments are not changed.
  • On a published schedule Fill gaps is off. Assign the shifts by hand from the unassigned panel instead.
  • If the schedule is already fully covered, the new employee receives nothing until you raise the needs, move a shift by hand, or regenerate the schedule.

Note

An employee transferred from another workplace keeps their membership there β€” adding them here does not remove them, and their shifts in the other schedule are treated as time they are unavailable. If they are pinned to another workplace's shift templates, the dialog says so and asks you to confirm: Fill gaps cannot give them a shift here, because the solver only offers them the templates they are pinned to. Assign their shifts by hand, or change the pinning in the employee's detail.

Note

The + Add employee row is not shown on a closed schedule.

Validate the schedule

Before publishing, validate the schedule to ensure all constraints are met.

  1. Open the right panel.
  2. Review the validation results.
  3. Fix any issues highlighted.

The validator checks:

Check Description
Contract compliance Hours, breaks, rest periods within limits
Need coverage All staffing requirements met
Skill requirements Assigned employees have required skills
Shift constraints Shifts valid for the assigned days and employees

Coverage / Demand view

The Coverage/Demand view shows:

  • Demand - How many agents are needed (from needs)
  • Coverage - How many agents are scheduled
  • Shortfall - Where coverage doesn't meet demand

Use this view to identify gaps and adjust the schedule accordingly.

Needs view

The Needs view turns the schedule around: instead of one row per employee, it shows one row per skill (need), so you can check how each staffing requirement is covered throughout the day.

  1. Open the row selector in the top left corner of the schedule grid (above the employee list).
  2. Select Needs (the other options are Shifts and Skills).
  3. The schedule switches to the Day view and shows one row per skill.

Each skill row shows:

Element Description
Skill name The skill (need) the row covers, with its icon
Peak required The highest number of agents required at the same time during the selected day, based on your needs
OpsΒ·h The total agent-hours assigned to this skill on the selected day
Shift blocks Shifts covering the skill, drawn on the day's time axis. Each block shows the shift name, the number of agents (ops), and the time range. Overlapping shifts are stacked below each other.

Click a shift block to see its detail: the list of assigned employees and, if some positions are still open, the number of Unassigned ones.

A row is shown for every skill that either has a staffing requirement on the selected day or is covered by at least one shift.

Note

The Needs view is available only in the Day view. Selecting Needs automatically switches the schedule to the Day view; when you switch back to the Period view, the selector returns to Skills.

Fill gaps

If some needs aren't fully covered after manual edits:

  1. Click Fill Gaps in the right panel.
  2. The solver adds shifts to cover unmet needs.
  3. Existing assignments are preserved.

Publish the schedule

When the schedule is ready:

  1. Click Publish in the top bar.
  2. The employees in the schedule are notified and can see their shifts.
  3. The schedule is marked as published and its state changes to Prepared.

Publishing is not a lock. A published schedule stays editable β€” you can still move shifts, add employees, and approved leave still pulls shifts out of it. What changes is that employees now see the schedule, so every later edit changes what they see. There is no "unpublish"; the state that locks a schedule is Closed.

One action is refused on a published schedule: Fill gaps. Assign the remaining shifts by hand from the unassigned panel instead.

Warning

Publishing sends notifications to employees. Make sure the schedule is final before publishing.

Prerequisites for publishing

  • All validation errors must be resolved
  • The schedule must have at least one assigned shift
  • The schedule must not be closed

Reopen a schedule

A closed schedule is read-only. To edit it again:

  1. Click Open in the top bar.
  2. The schedule returns to an editable state.
  3. Make your changes.

Editing a published schedule needs no reopening β€” publishing does not close it.

Note

Employees see every change you make to a published schedule, whether or not you publish it again.

Schedule states

State Description Actions available
Draft Being created Edit, Smart Schedule
Prepared Ready for scheduling; a published schedule also sits here Edit, Smart Schedule, Publish
Calculated Shifts assigned Edit, Validate, Publish
Closed Locked β€” the schedule can no longer be changed View, Open

Requests

Employees can submit requests for time off, shift changes, or other modifications.

View requests

  1. Switch to Requests view using the dropdown.
  2. Or access via People > Requests in the left menu.

Approve or reject a request

  1. Click on a request.
  2. Review the details.
  3. Click Approve or Reject.
  4. The schedule is updated accordingly (for approved requests).

You can also process a pending request without leaving the schedule: in the Day view, right-click the request and select Approve or Reject from the context menu.

Edit or move a request

In the Day view, right-click a request to open its context menu:

  • Edit request - Open the request form to change its details.
  • Move request - Enter a new Request start time to move the request within the day.

Create a request on behalf of an employee

  1. In the schedule view, click on a day/employee cell.
  2. Select New Request.
  3. Fill in the request details.
  4. Save.

Export and Import

Export a schedule

From the schedule list:

  1. Go to Schedule (main menu).
  2. Click Export in the top right. The Download Schedule Plan dialog opens.
  3. Choose whose data to export - select a Workplace, or select a User Category Type instead to export everyone in a user category.
  4. Pick the Month and Year, and optionally enable Accounting Export, Needs, or Close Exported Schedule Plans.
  5. Click Download.

From within a schedule:

  1. Open the schedule detail.
  2. Click the Export icon (download arrow) in the right panel.
  3. Choose Export CSV or Export Excel.
  4. The file downloads automatically.

The export always contains the entire schedule period, including unassigned shifts.

Format Content
CSV One row per shift: Date, Day of Week, Employee, Login, Shift Name, Abbreviation, Start, End, Duration, Worked Hours, Breaks (min), Skills, Home Office, Split Shift, Note.
Excel Two sheets: Shifts β€” the same shift list plus schedule info (name, workplace, period, state, export time); Employees β€” a matrix with one row per employee and one column per each day of the period. Unassigned shifts appear in the last row.

Note

Column headers and day names are exported in the language you use in the application. For split shifts, Worked Hours excludes the unpaid gap.

What the export contains

  • All exported times are in the workplace's time zone.
  • Besides shifts, the export includes the employees' requests (absences): one row per day with the request type name, its state, and the Request dates of the whole request. In the spreadsheet matrix, a request shows as its type's abbreviation (with the state added when it is not yet approved).
  • The Accounting Export produces a payroll spreadsheet. On top of the fixed payroll columns (available when an accounting mapping is configured), it appends a pair of columns for every request type - the type's name and its total number of days - so custom absence types appear under their own names.

Import a schedule

  1. Go to Schedule (main menu).
  2. Click Import in the top right.
  3. Select the file to import.
  4. Map the data fields.
  5. Click Import.

Tips

  • Review the schedule thoroughly before publishing.
  • Use the Day view to check coverage at critical times.
  • Communicate changes to employees promptly.
  • Keep needs up to date as business requirements change.
  • Use Fill Gaps instead of regenerating the entire schedule after minor changes.