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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.

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.

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

To add more employees to the schedule:

  1. Click Add Employee in the top bar.
  2. Filter by skill or role.
  3. Search by name if needed.
  4. Use the TransferList to select employees.
  5. Click Assign.

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
Ops·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 schedule state changes to Closed.
  3. Employees can now see their shifts.

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

Reopen a schedule

If you need to make changes after publishing:

  1. Click Open in the top bar.
  2. The schedule returns to editable state.
  3. Make your changes.
  4. Publish again when ready.

Note

Employees will see the updated schedule after you republish.

Schedule states

State Description Actions available
Draft Being created Edit, Smart Schedule
Prepared Structure ready Edit, Smart Schedule
Calculated Shifts assigned Edit, Validate, Publish
Closed Published 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).

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.
  3. Select the schedules to export.
  4. Download the file.

From within a schedule:

  1. Open the schedule detail.
  2. Click the export button in the top bar.
  3. Choose the format.
  4. Download the file.

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.