Use duty roster

The duty roster helps you to plan all work centers according to your requirements and takes into account the suitability and planned absences of the employees. The duty roster creates print-ready duty rosters for you and transmits them to your employees. In the duty roster, you schedule the working times of your employees. Before the duty roster can be used, it must be set up: Set Duty Schedule

 

The duty roster consists of a duty roster monthly overview and the duty roster itself. Select the Duty roster programme from the Staff Organizer programme group:

Double-clicking on a calendar day opens the duty roster for that day.

Element / Switch Function / Description
print

With Print you can print or email all employees' duty rosters.

Further documentation: Printing duty rosters
planning specifications

This takes you to the Plan Specifications dialog box.

Further documentation: planning specifications
sorting Here you can define the default for sorting the employee names.
Show deleted employees This button adds the data of deleted employees to the view.
Select variants

In the plan specifications, you can define variants for the standard plan specifications and select the required variant before the start of planning (per day).

If a day has not yet been processed at all, you can select the variant beforehand. Only after the first assignment of a person does the duty roster remember the specifications and then no longer change them.

Further documentation: Working with Variants
Select year The current year is selected at the start. In the upper area, you can switch one year forward or backward using the buttons with the year numbers.
months The current month is selected. Other months are available for selection.
day range

The day area contains several pieces of information:

 

The reservation information comes from the reservation communicator.

Status symbols...

A green checkmark means that planning has been carried out and that the plan data matches the plan specifications.

An exclamation mark indicates that a planned employee is assigned an absence in the planned time. Remove this employee or the absence.

The red X stands for a day on which planning specifications have been entered but not yet sufficient planning data has been entered. As soon as plan data is entered, the missing number of employees is displayed.

Details of the buttons and elements of the duty roster

If the duty schedule does not appear as here, but "empty", the schedule defaults are missing.

The time window for the start and end of the duty roster can be defined in the time recording settings.

Element / Switch Function / Description
Filter by activity For larger plans, it can be useful to choose one activity first to limit the view/planning to that. Thus you plan successively all activities.

profit center bar

and

New field of activity

The profit center toolbar represents each of the profit centers set up. If no profit center has been set up, the client name is displayed.

At the top there is a button with a plus sign. If you press this button, you can create a new activity area. If you have created the appropriate plan specifications, you do not need to create the activity area.

To delete an activity area, right-click in this area and select Delete.
Task bar and new employee

The task bar represents each task that you have added either by plan defaults or by manual selection.

By pressing the button with the plus sign, or by double-clicking on the text Select employee... you are offered employees whose qualifications correspond to the activity for planning.
Select employee

To select suitable employees, you receive a dialog with a list.

In the Search for field, you can enter a search term with Full text search. A selected employee is transferred to the duty roster with Transfer. If you have done it correctly you will see its name instead of the text Select collaborate... there.

The planned working time of the employee is entered in the line.
Enter planned working time

After you have selected an employee, you can enter his or her planned working time by clicking on the time axis. The duty roster uses the number of working hours from the employee master record to enter the duration of the task.

The Actual row displays the number of planned employees. The number from the plan specifications is displayed in the Target line. If the number of setpoints is higher than actual, the number for actual becomes red. Conversely, the number Pink is displayed with a minus sign, and if there is a match and the planning for this area is complete, the number turns green.

If an employee has not been assigned a daily hour specification, 4 hours are specified when the schedule is inserted.
Deleting plan data

To delete an employee's planning, right-click the employee name and choose Delete.
plan data conflict

If an absence is on a day on which the employee was scheduled, this is displayed as a plan data conflict. The planning or absence should be removed.
Adjust plan data

You can overwrite the planned figures within a day and save them. These new requirements must then be taken into account in the planning.
Insert short info

Using the right mouse button on an entry, you can now assign a short info to it. This short information is then printed as info in the print output.

After pressing the menu item Short info you get a dialog to enter/change a short info.

If you have entered a short information, it is displayed with an asterisk at the end of the planned time.

Multiple Planning for Employees

If an employee is scheduled for several activities on the same day, the entry is displayed in light pink. If you hover the mouse over this entry, a message will be displayed "Employee is still planned elsewhere". In addition, information about the other activities in which he was scheduled appears.

Whether there is a concrete time overlap is not examined.

Theoretical wage calculation

The wage type configurator is used to determine the wage costs in the duty roster. The automatic pauses are taken into account and the result is displayed on the right-hand side during planning. Tax-free bonuses and other established wage types are also taken into account. In addition, a sum is displayed for each activity.

If you do not want the wages to be displayed to the user, you can do this using the switch Reporting: Lock the following functions: Deactivate theoretical hourly wages in the user authorizations.

Further documentation:

Theoretical hourly wage

Wage type configurator

reporting

Copying days

You can copy days on which employees have been assigned. Right-click a tag that you want to use as a template, and then choose Copy. Once you have arrived at the target day, right-click again and select the date of the source day to insert its data. The information of the employees is copied, not empty days and also not empty defaults.

Back to the parent page: The duty roster