Planning (Duty Roster)
Planning (menu item Attendance → Planning) is the portal's duty roster: you see all planned shifts across properties in one calendar and can move, edit, or create them via drag & drop — including recurring series and Excel import.
:::info When Do I Use What?
- Attendance → Planning — when you plan shifts for multiple properties in parallel or want to visually move existing shifts.
- Property → "Time tracking" tab — when you only manage the presets of one specific property.
Both paths write to the same data — you can switch at any time. You can also get here from the Shift Log via the "Planning" button. :::
Features Overview
Creating Shifts & Import
Use the blue "Create shift" button to create a new shift — the dialog first asks whether you want to start without a template or choose a template. The dropdown menu of the same button additionally contains "Import" for the Excel/CSV import (flow: choose mode → upload file → preview & edit).
Template Sidebar (Right)
Lists all templates (recurring shift types) filtered by the selected properties. Each template shows:
- Label (e.g. "Day shift")
- Property assignment
- Start time
- Recurrence type (Daily / Weekly / Monthly)
Dragging a template from the sidebar onto a date creates a new shift instance from that template.
:::info Template vs. Preset In the portal, the recurring shift definition has two names: in the table view (Attendance → Preset) it is called a preset, in the calendar sidebar a template. It is the same data object, just labeled differently. :::
:::info On Smartphone / Tablet The sidebar is hidden on small screens. Use the round + button at the bottom right instead. :::
Drag & Drop in the Calendar
- Move a shift — by dragging it to another date.
- Change duration — by grabbing the shift edges and dragging (minimum 1 min., maximum 24 hrs.).
- Undo notice — after every move or resize, an undo option appears for 8 seconds.
Choosing the Scope
When moving, editing, or cancelling a recurring shift, a selection dialog appears (in the edit dialog: "This day only" / "From this day on"):
| Option | Effect |
|---|---|
| This occurrence (or "This day only") | Creates an exception shift, marked in the calendar with a dashed border. The rest of the series remains unchanged. |
| This occurrence and all following (or "From this day on") | Changes the preset from the selected date onwards — all future shifts of the series are regenerated. Already completed shifts remain unchanged. The dialog shows the number of affected occurrences. |
The series option is disabled if no future sibling shifts exist (last shift of the series or a single shift). Past, running, or already started shifts (with check-ins) open in a read-only view; moving into the past is blocked.
Views
| View | When available |
|---|---|
| Month | Default view on desktop and tablet |
| Week | Via the toolbar or a "more" click on an overcrowded day |
| Day list (smartphone) | Automatically on smartphones — grouped chronologically by day, with a + button for creating new shifts |
Property Filter
Multi-select across all properties you are authorized for. Selected properties are stored in the URL — the same filter is active when you reopen the page.
Additionally:
- Show cancelled — checkbox in the settings dialog (gear icon); the selection is stored in the URL
- By default, the first 10 properties are preselected
Calendar / Table Switcher
Use the toolbar to switch between:
- Calendar view (default) — shifts as appointments in the month
- Table view — presets per property with status display and next shift time
Clicking a table row automatically jumps to the date in the calendar and opens the shift editor.
Conflict Detection
When creating or editing a shift, the system checks in real time whether the chosen time window collides with an already existing shift at the same property. On conflict, a warning appears with the exact times of the competing shift.
Creating Notification Channels Directly
In the shift dialog you choose the notification channels (push, SMS, phone, email). Phone number, email recipient, or message template can be created directly from the dialog — you do not have to switch to the Automation area. The new entries are then available account-wide.
Advanced Settings: Auto Check-Out & Proof of Life
Under "Advanced settings" in the shift dialog you can additionally enable:
- Automatic check-out — employees are automatically checked out X minutes after the shift start (duration-based variant of the automatic check-out).
- Proof of life (lone working) — employees must actively report back at a defined interval (with a grace period). If the report is missed, the alerting rules take effect.
Visual Markers
| Appearance | Meaning |
|---|---|
| Solid border | Regular shift from the preset series |
| Dashed border | Exception shift — created individually, deviating from the series pattern |
| Gray, 40% opacity | Cancelled shift (visible when the toggle is active) |
| Grayscale + 50% opacity | Past shift (clickable for read-only view) |
| Red background + red left border | Holiday |
| Light blue background | Today |
Typical Flows
Moving a Shift from Monday to Tuesday
- Click the shift in the calendar and drag it onto the target date
- For a recurring shift: choose "This shift only"
- If you chose wrong: click "Undo" in the undo notice within 8 seconds
Scheduling a Template from the Sidebar
- Open the right sidebar (if collapsed)
- Drag the template onto the desired date
- Check times / requirements in the dialog that opens → Save
Checking for Conflicts
- Create or move a shift
- On a time overlap, a warning appears with the competing shifts
- Adjust the time or accept the conflict (e.g. for multiple employees in parallel)
Permissions
| Action | Permission |
|---|---|
| Open Planning | View time tracking |
| Create / move shifts | Create time tracking |
| Edit shifts | Edit time tracking |