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¶

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

Edit a shift¶

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

Duplicate a shift¶

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

Delete a shift¶

Right-click on an existing shift.
Select Remove Shift.
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.

Open the right panel and click Break Optimizer.
Confirm the dialog. Manually placed break times will be overwritten.
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¶

To add more employees to the schedule:

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

Validate the schedule¶

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

Open the right panel.
Review the validation results.
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.

Open the row selector in the top left corner of the schedule grid (above the employee list).
Select Needs (the other options are Shifts and Skills).
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:

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

Publish the schedule¶

When the schedule is ready:

Click Publish in the top bar.
The schedule state changes to Closed.
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:

Click Open in the top bar.
The schedule returns to editable state.
Make your changes.
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¶

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

Approve or reject a request¶

Click on a request.
Review the details.
Click Approve or Reject.
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¶

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

Export and Import¶

Export a schedule¶

From the schedule list:

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

From within a schedule:

Open the schedule detail.
Click the Export icon (download arrow) in the right panel.
Choose Export CSV or Export Excel.
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 — the same shift list plus schedule info (name, workplace, period, state, export time); Employees — 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¶

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